Area Logistics Assistant

Assignment

Area Logistics Assistant works under the direct supervision of the Logistics Officer / Manager and has functional links. He is responsible for the Procurement and Logistics arrangements for the badin office and sub bases according to ACTED guidelines. In addition, the Area Logistics Assistant is also responsible for the Stock, Fleet and IT/Communication and management. He manages all logistics functions and reports directly to the Logistics Officer/Manager.

1.     Responsibilities

1.       Procurement and supply chain management

1.1. Local Procurement (Scenarios A, B and C)

-       Account for overall compliance with ACTED procurement procedures;

-       Manage the procurement for all bases in his area of operations (Scenario A, B, C);

-       Follow up of the Work Plan submitted by the Program Managers to prepare and anticipate the needs of procurement;

-       Collect all Order Forms from other ACTED staff for any type of local procurement, every Friday at 3:00pm;

-       Fill in the Order Follow Up table accordingly every Friday prior submission to Logistics Officer / Manager at 4:00pm;

-       Organize its weekly planning according to collection of Order Forms and market surveys;

-       Control that request may not be already available from stocks with Stock Assistant / Supervisor;

-       Prepare all Purchase / Service Contracts for Scenario C procurement, for Coordination’s validation;

-       Take responsibility for negotiating all procurements, whatever the value, to obtain the best prices for the best quality acceptable by requester, within time frame given for reception;

-       Shall submit a Price List of all regularly purchased items on bi-monthly basis to Logistics Officer / Manager;

-       Update the computerized tracking of all purchases through the Order Follow Up during the week;

-       Enforce procurement procedures’ updates upon management’s instructions on weekly basis;

-       Manage the base’s procurement and supply chain, from reception of Order Form to delivery of material to initial requester mentioned (reported on the Waybill);

1.2. National Procurement (Scenarios C, D and E)

-       Account for overall compliance with ACTED procurement procedures;

-       Must acknowledge scenarios D and E constraints and forbidden treatment from the bases;

-       Shall request authorisation and necessary Logistics Waiver for local procurement above procurement levels mentioned in ACTED logistics manual;

-       For any Equipment Order Form, must inform Logistics Officer and Coordination for approval, with possibility of local procurement validated by Country Logistics Manager / Country Director only;

-       Shall follow up all important procurements emitted from the program teams through appropriate Order Form for compilation if necessary of Area Procurement and submission to Islamabad’s office;

-       Combine all Order Forms and Requirements when required for Area Logistics Manager;

-       Keep himself informed of the procurement and supply chain status, from reception of Order Form to delivery of material to initial requester mentioned (reported on the Waybill);

1.3. Procurement Coordination

-       Inform in timely manner the requester of Orders’ status (pending, purchased, delivered...) on weekly basis (by mail or direct contact accordingly, every Friday at 2:00pm);

-       Inform Program Manager to dispatch someone for warehouses’ deliveries;

-       Ensure information flow with other departments and sub bases until final delivery;

-       Takes corrective actions / sanctions to ensure safety of processes;

-       Enforce all procurement procedures, based on ACTED guidelines, donor requirements and results of internal and external audits;

-       Supervise the computerized tracking of all purchases through the Order Follow Up every Friday at 4:00pm with Procurement Assistant / Supervisor to anticipate the following week’s needs;

-       Update latest procurement results and send Order Follow Up document to Area Logistics Manager / Country Logistics Manager every Friday at 5:00pm.

2.       Stock interaction

-       Forward all proper documentation (Contracts) regarding the procurement and incoming deliveries to ACTED warehouses to Stock Assistant / Supervisor and Logistics Officer / Manager;

-       Ensure that information is transmitted to Logistics Officer / Manager for supervision and knowledge of delivery terms, to be respected by the suppliers;

-       If the procurement is locally managed, will ensure all contacts with suppliers to avoid confusion and request Logistics Officer / Manager for support if necessary.

3.       Assets and Property interaction (including premises)

-       Must control any Asset / Equipment Order Form submitted, it is the Procurement Assistant / Supervisor’s responsibility to inform the Logistics Officer / Manager and IT Manager;

-       Ensure that IT Manager and Country Logistics Manager assess and revise request and mode of procurement;

-       Prior any delivery to the requester, Procurement Assistant / Supervisor must ensure that Assets / Equipments were checked and registered by the IT Manager (must not deliver those item prior registration and setup from IT Manager);

-       Coordinate IT Supervisor / Manager to follow up all spare parts consumption of IT equipment (cartridges, toners, etc...);

-       Prepare a Service Contract whenever possible to anticipate the needs of the base(s);

-       Must follow up with IT Supervisor / Manager about delivery and good reception of materials by requester to update his Order Follow Up table.

4.       Delivery (Transport) interaction

-       Coordinate with Transport Assistant / Supervisor to inform of any incoming procurement that has to be transferred to any other base or relocated requester;

-       Coordinate with Transport Assistant to follow up all spare parts consumption of vehicles;

-       Prepare a Service Contract whenever possible to anticipate the needs of the base(s);

-       Must follow up with Transport Assistant / Supervisor about delivery and good reception of materials by requester to update his Order Follow Up table.

5.       Procedures and Reporting

-       Comply with all the reporting requirements from Logistics Officer / Manager;

-       Present the monthly reports as required according to ACTED guidelines, every 1st of the month;

-       Make sure that the FLAT files are updated and well documented;

-       Compile all Orders’ information within the Order Follow Up report for the Logistics Officer / Manager every Friday at 5:00pm, including the following information:

o   The Order Follow Up;

o   Main procurements situation (Status within supply chain process);

o   Summarize deliveries expected from any supplier to warehouses;

o   Identify any Asset / Equipment in process.

Accountability to Communities and Beneficiaries

The staff member is responsible for ensuring that all relations with the communities we work are conducted in a respectful and consultative manner.  Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, beneficiary selection criteria, and methodologies.  This is the responsibility of every ACTED staff member.

NOte: Minorities and disabled persons are encouraged to apply.