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Logistics and Administrative Officer-Sabha - ACTED Organization


Position: Logistics and Administrative Officer Sebha

Contract duration: 6 months, renewable

Location: Sabha

Starting date: ASAP

 

  1. Background on ACTED in Sebha

 

ACTED is an independent non-governmental organization operating in Libya since 2012. ACTED works under multiple pillars in the whole of Libya. ACTED’s work in Sabha has grown significantly over the past 6 months, and a number of new projects are on the horizon for 2021. ACTED is now looking for a new support officer to ensure the smooth running of administrative and logistical tasks within the Sabha base, to facilitate the efficient implementation of project activities.

 

  1. Responsibilities

 

  1. 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;

 

  1. Management of the base facilities
  • Ensure maintenance of the premises (office/guesthouse), offering an adequate working environment for all ACTED team;
  • Manage interactions with the owner of the premises;

 

  1. Execution of Logistic Duties
    • Procurements:
  • To spot gaps in the set up of the Office/ GH of the base and start procurements in consolidation with Base Manager Tripoli and after his/her approval
  • To conduct all procurements under Scenario A and B of Logistic Manual;
  • To ensure to respect ACTED procurement procedures for each purchase
  • To find and Prepare the list of successful suppliers in Sebha Base
  • To ensure fair and transparent selection of suppliers in each procurement;
  • Facilitate all procurements of running cost for the base
    • Delivery Follow up/ Stock Management
  • To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
  • Communicate and provide the purchase delivery documents with Finance for supplier’s payments;

 

  • Transport Management
  • to plan weekly and daily movements of the fleet in Sebha in order to facilitate good services to the program teams
  • make sure all cars are operational and in good and safe condition through daily checks and the organization of repairs

 

. Asset Management

  • to plan the utilization of ACTED assets
  • to make sure all assets are in good condition and serviced regularly
  • to keep the asset list updated

 

  • Filing
  • To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
  • To create and or update the Order form follow up folders (open order form to be placed in this folder)
  • To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines

 

 

  1. Execution of HR/Admin Duties
    • Administration:
  • Following preparation of the premises in close collaboration of logistic department
  • Updating all rented house contract and sending the original copies to capital.
  • Preparing invoices for advances and monthly payment of rents to finance for owners
  • Preparing the agreements with government and people.
  • Register all the In and Out letters in ACTED office and follow with relevant department

 

  • Human Resources

 

  • Managing and controlling employee’s attendance sheet+ mission, vacation and sick leaves, Sending scans of documents by the end of each month to Tripoli office, and sending the hardcopies to Tripoli office on a quarterly basis .
  • To apply the ACTED rule and regulation in office and sub offices.

 

  1. Supervision of support departments (when available)
  • Review, check all administrative docs i.e. contracts, bills, vouchers, etc., sign the necessary logistic documents only according to authorization and PoA in place;
  • Ensure smooth flow of communication between the program team in Sebha, and the FLATS team in Tripoli.
  • Maintain strong communication with ACTED Country Office in terms of management and implementation of system, FLAT procedures and programs;
  • Ensure support team’s work is compliant with ACTED internal manuals and procedures, conduct regular check to identify possible gaps or breach in procedure follow-up and advise Compliance Officer of necessary training and support needed at the field office level;

 

  1. 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 supervisors.

 

  • Qualifications
  • Master degree in administration or similar
  • 1 year experience in the INGO sector necessary
  • Experience in office management and administrative processes
  • Strong knowledge of Sebha and Southern Libya context
  • Strong communication skills
  • Ability to work under stress
  • Being a strong team player
  • Ability to exercise initiative, problem-solving and to maintain strictest confidentiality.
  • Ability to establish and maintain positive and cooperative relationships with colleagues, institutional partners and beneficiaries
  • Excellent computer skills, particularly Microsoft Office, required.
  • Arabic and English speaking and writing skills mandatory.

 

  1. Submission of application

A CV with 3 references, and cover letter should be submitted in English no later than 08/10/2020 to the following email address: Tripoli.jobs@acted.org

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