LOGISTICS OFFICER - ACTED Organization

BACKGROUND ON ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer-term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,300 national staff 300 international staff, ACTED is active in 35 countries and implements more than 490 projects a year reaching over 11 million beneficiaries.

Country profile:

ACTED has been programming in Libya since March 2011. Initially focusing on responding to the humanitarian crisis in the wake of the conflict, ACTED set-up offices across the country, providing vital humanitarian assistance to displaced and vulnerable populations. Furthermore, during this period ACTED utilized its assessment and mapping capabilities to help coordinate and provide information for the humanitarian response and reconstruction of the country. Since January 2012, building on the strong networks developed during the emergency response, ACTED started to work on post-conflict projects, particularly focusing on supporting the nascent Libyan civil society. ACTED is notably implementing the Civil Initiatives Libya (CIL) program which is providing capacity building and technical assistance to Libyan local actors, mainly Civil Society Organizations (CSOs), Local Authorities and Universities. The overall objective of CIL is to define methods and approaches, adapted to the Libyan context, and improve the resilience of communities and local institutions in time of crisis.

Since 2017, ACTED is working in partnership with UNHCR to address the needs of the Internally Displaced Persons (IDPs) and returnees in the post-conflict areas on both Cash-Based Interventions and Quick Impact Projects (QIPs) to respond to life-saving needs through small scale community-based projects.

Position profile:

Position: Logistics Officer
Gender: Any
Contract duration: 6 months (renewable)
Contract Type: Full-time
Starting date: ASAP
Closing date: 10th- Sep-2020

Assignment

Under the supervision of the Office Manager, the Logistic Officer is responsible for overall supervision of Logistic department (including Procurements, Fleet, assets follow ups, communication/IT, stock/Warehouse and movement facilities for staff in ACTED area of intervention.

Functions

1. Staff management:

• Control and follow on daily basis the performance and work progress of all the staff under his responsibility
• Draft the weekly & daily work plan of his department staff
• Hold weekly meeting with the key staff member of his team for update on work progress and present a summary department progress report for WAM

2. Procurements:

• Check deliveries follow-up of each procurement contracts;
• Procure all projects and office logistical requirements based on ACTED procurement guidelines.
• Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.

3. Filing/Reporting

• Logistic report should be sent by Area Logistic officer by 5th of each month to Area Coordinator and Capital logistic department (the monthly report Includes – (Procurement report, Fuel consumption report, asset follow ups, stock situation report, Communication report);
• Create separate binders for each reporting documents and file them after final confirmation of capital logistic;

4. Transport:

• Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follow up, accident form with attached documents etc.
• Create a binder for all vehicle fuel consumption report;
• Ensure all vehicles are in good condition and ready for use;
• Organize the driver duty schedule and ensure the movement of board is filled in regularly
• Follow up of staff movement between area and sub offices and Area and capital offices;
• Supervise the fuel consumption of each car and report directly to
• Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder.

5. Asset Follow ups/IT support:

Supervise the Logistic Assistant to:

• Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details);
• Ensure that asset is given to users, after completion of “Asset Reception Form”;
• Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items.. etc.).
• Ensure that e-mail, and IT equipments are functioning properly

6. Stock/Warehouse Management:

Supervise stock keeper to:

• Ensure all commodities and goods are well organized in the stock by project/program
• Ensure all commodities and goods have stock cards and registered in “Stock Situation Report”;
• Ensure all commodities for stock commodities IN/OUT have “Stock Request” form, “Waybill or Reception Voucher” and properly recorded in “Stock Cards” and “Stock Situation Report”;
• Ensure the tidiness and well protection of goods/commodities in stock and monthly stock inspection form is filled in by (non-logistic member) regularly;
• Ensure the safety and security of stock/Warehouse and ACTED commodities/goods within stock; – check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.)

7. General

• Commit to the humanitarian principles of strict neutrality, religious and political impartiality and non-discrimination;
• Report and clarify any work-related issues and challenges to supervisor in timely manner;
• Respect time including to work, meetings, deadlines and other reasonable requests;
• Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
• Commit to honest, high quality work in all aspects of responsibilities;
• Be solution-driven;
• Consider safety and security in the field, and immediately report all incidents to the security focal point;
• Undertake any other tasks as reasonably assigned by the area coordinator.

Qualifications

1. Committed, great team player and professional.
2. Given the nature of the position, the applicant must be easily manageable and following instructions and guidance.
3. Very good level of communication skills and English language abilities.
4. Typing and reporting capabilities for minutes and reports.
5. Eager to learn and motivated person.
6. Quick learner and attention to details.

HOW TO APPLY

• TO APPLY: We look forward to receiving both: Cover letter+ your CV with 2-3 references attached by email to: benghazi.jobs@acted.org
• THE POSITION YOUR APPLYING FOR HAS TO BE SUBJECTED IN YOUR EMAIL OTHERWISE YOUR CV WILL NOT BE CONSIDERED.
• Please note that in line with ACTED’s anti-terrorism policy, and in accordance with donors’ compliance requirements, ACTED reserves the right to carry out anti-terrorism checks on its board members, staff, volunteers, consultants, financial service providers, contractors and sub-contractors. To this end, confirmation of an employment offer with ACTED will be subject to background checks which may include anti-terrorism screening.

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