Area Stock / Asset Assistant

Assignment

Stock&Asset Assistant works under the direct supervision of the Logistics Officer / Manager and has functional links. He is responsible for the transportation of personnel and equipment for the Kandhkot office and sub bases according to ACTED guidelines. In addition, the Logistics Stock&Asset Assistant is also responsible for communication and management of the Store. He manage all warehouse and reports directly to the Logistics Manager/Officer.

Responsibilities

1.       Stock Management

• Ensure overall compliance with ACTED stock management procedures;

• Ensure the working conditions of Store (furniture, protection, consumables, lighting...) and submit Order Forms accordingly for validation from Logistics Officer / Manager;

• Inform Program Managers about deliveries on going in timely manner for proper quality control at reception;

• Follow up of the Work Plan submitted by the Program Managers to prepare and anticipate the needs from stock;

• Ensure that Program Managers / Coordinators validate the reception of goods and sign the Quality Check List

• Complete the computerized tracking of all deliveries and Delivery reports;

• Share Delivery reports within 24h of reception / deliveries;

• Account for all program and non-program inventories in the warehouses;

• Ensure safety and clean environment of the stock and materials;

• Must remain aware of all stock / materials movements between warehouses;

• Must inform on weekly basis the Logistics Officer / Manager about Stock’s status and any problem of protection / preservation of items stored;

• Enforce Storage procedure updates from upper management on need basis.

2.       Assets/Inventory, IT, and Property Management (including premises)

 Asset/Inventory Management

• Account for the overall compliance with assets/Inventory, properties and premises management procedures;

• Supervise the safety and effective use of all ACTED assets/Inventory and properties in the office;

• Verify and direct the maintenance and repairs of assets and properties in timely manner;

• Assess the need for additional equipment / premise and obtain authorisation from Area Logistics Officer/ Manager

• Account for the overall compliance with assets/Inventory, properties and premises management procedures;

3.       Telecommunication and Information Technology Management

• Accounts for the overall compliance with the Communication and IT procedures;

• Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;

• Suggests new possibilities in term of networks and email communication system to the Area Logistics Officer/ Manager;

• Take responsibility to visit ACTED bases in case of problems in computer issues (e.g. Emails, network problems...)

• Install any software for staff based on office need upon approved decision by Area Logistics Officer/Manager.

• Take responsibility for Monthly Back Up that must be stored on separate source (External Drive);

• Manage the office’s telecommunication costs.

4.       Procurement and supply chain management

1. 1. Procurement

• Account for overall compliance with ACTED procurement procedures;

• Manage the procurement for all bases in his area of operations

• 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;

• From every Order Form provided by Program, ensuring that request made doesn’t correspond to any existing stock;

• Update Order Form whenever stock is directly available to satisfy a request and submit a Waybill accordingly to inform requester;

• 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;

• 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);

• 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;

5.       Transport Management

• Account for the overall compliance with delivery and transportation management procedures;

• Responsible for vehicles to being made available upon submission of appropriate documents: Car Requests;

• Regularly checks for proper use of vehicles by all ACTED staff;

• Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);

• Account for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report);

• Follow up and Check of daily Log Books filled in by Drivers;

• Control the In and Out movements of all vehicles (ACTED and Rented) with movement register controlled by guards or specific setup of the base;

• Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;

• Supervise Cars parking lots and control that vehicles are properly parked within ACTED premises;

• Take responsibility of Roaster and management of drivers, which must not go against the following constraints unless approved by Logistics Manager:

• Follow up of the Monthly Fuel Payment record to any supplier contracted;

• Coordinate with Program Managers to inform them of any delay / problem in satisfying their request.

• Take responsibility for preparing all necessary documents prior delivery of materials from ACTED warehouses;

• Preparation of materials in stock with all necessary documents;

• Ensure that Truck request is submitted if necessary to deliver these materials to the field or any requester from Stock request;

• Control all transport documents at reception and issue all necessary documents for delivery;

• Assist the Transport Assistant organising the trucks’ reception, entrance and exit from premises prior loading / unloading;

• Follow up of deliveries to ensure that they were properly assigned to requester and that waybills are signed and returned to him accordingly.

6.       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 documents and provide a Stock Report to his Logistics Officer / Manager every Friday at 5:00pm, including the following information:

• • The Reception Vouchers;

  • The Quality Check List sheet, signed by Program Managers;

  • The Delivery Reports updated.

• Ensure that all originals of the documents mentioned above are sent to Main Area Base so that they are sent on weekly basis to capital for control and payment of suppliers.

 Note; Minorities, people with disabilities and women are encouraged to apply.