The Logistic Officer is responsible to process with the base logistician all the procurement requests related to the bases: quotation requests, visiting suppliers, price monitoring, and contract follow-ups. In addition, he/she will take the lead the efficient usage, monitoring, and planning of the vehicle fleet at the base with the supervision of the Base Log. On the other hand, he/she will take the lead in having adequate equipment management and office maintenance to secure an efficient response for all programs within the base.
Objective 1: Implement and ensure the performance of the supply chain (40%)
Responsible for:
- Ensuring conformity with ACF procedures at each stage of the supply chain
- Performance in respect of costs, quality and timeliness in the supply chain (purchasing, transport, stock) throughout his/her zone
- Advice, information and alerts on the processing of requests to the requesters
- Comprehensive knowledge of the market in his/her zone
- Timely and high-quality reporting on his/her area of activity
- Ensure a proper Archiving inside logistic department following AAH policies and procedures
- Support in the preparation of the auditing
Tasks
- Support Logistics Manager in the procurement process such as quotation requests, bid analysis, supplier visits, price monitoring, etc.
- Support the Logistics Manager on supplier’s assessment and evaluation
- Organize and archive documentation for purchases following internal procedures according to AAH policy and procedure
- Support the Logistics Manager in obtaining necessary data for Procurement Purchase Plans and project proposals.
- Follow up of procurement orders in a timely manner.
- Ensure accountability, transparency and due diligence as per Action Against Hunger Principles and Code of Conduct
- Scanning of all PDs of the supply chain and upload it on LINK
Objective 2: Equipment & IT management & Premises maintenance (10%)
Responsible for:
- Ensuring the proper running and small maintenance of the buildings and equipment of the base
Tasks
- Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machine etc)
- Support the Logistics Manager in labelling all equipment with its proper codification and updating the equipment list as needed.
- Ensure the adequacy of equipment to suit requirements and users
- Equipment follow up for the base
- Keep Base Equipment list up to date
- Supervise allocation and use of equipment
- Manage and update equipment list and codifications
- Ensure installation, maintenance and repairs of the equipment (including computers, printers and photocopy machine as needed)
- Check that antivirus is updated
- Manage the archiving of equipment documents
Objective 3: Vehicle fleet management (35%)
Responsible for:
- Supervising all fleet activities and Drivers under his/her responsibility
Tasks
- Organize the daily and weekly movement planning;
- Supervise the drivers, and report any problem to the Logistics Manager
- Control and justify vehicle monthly cost, through regular checks of e-log books, vehicle checks, etc…;
- Monitor closely the maintenance planning of the Base fleet
- Direct supervision of the driver’s driving performance.
- Manage the transportation of goods in and out
- Manage the archiving of the fleet documents
- Inform and report on a timely manner to the Logistics Manager and/or Head of Base of any security incident.=
- Prepare all the reports and analysis for vehicles
Objective 4: Manage the drivers in the base (15%)
Responsible for:
- Day-to-day management of his/her team (guidance, follow-up, motivation)
- Evaluating the performance and developing the skills of his/her team members
Tasks
- Defining the Human Resources needs in his/her area of activity and producing the organisational chart of his/her team
- Taking part in the recruitment of his/her teams
- Organising and leading team meetings
- Working out and monitoring individual action plans for team members
- Managing planning operations, task sharing and coordination of work
- Providing for evaluation interviews for team members
- Providing technical support to the teams
- Identifying the training needs of team members
- Devising, organising and leading training sessions
- Managing difficulties in the team
Objective 5: Security
Tasks
- Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
- Communicate to the security managers of the working location any security related information or noncompliance with the security plan
Objective 6: Support humanitarian activities of Action Against Hunger
- Support the emergency interventions of the organization as per the employee’s abilities.
- Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.
Objective 7: Gender & Safeguarding (cross-cutting)
- Promote safe and equitable environments, through knowledge and application of the protocol against harassment and gender policy.
- Knowledge and compliance with safeguarding policy
- Promote gender equality within the humanitarian and/or development work
Training/ Education:
- University degree preferred on Business Administration, Engineering or related, with professional experience in logistics/clerical work..
Technical specific knowledge:
- Fleet management, Supply Chain management, basic mechanical engineering, basic IT knowledge.
Previous experience:
- 2 years minimum experience working on projects at humanitarian aid organizations, private sector and/or international donors.
Competencies:
- High ethical principles, work under pressure, flexibility with unexpected events, organized and methodical.
Humanitarian sector knowledge:
- Good team worker, good listener, strong communication skills, good animator, fast learner and facilitator
Action Against the Hunger knowledge:
- Not mandate but it is a plus if the candidate know it.
Languages:
- English and Arabic compulsory, French or Spanish an asset.
IT and specific systems:
- Knowledge of windows domain, intermediate Excel level desirable, Intermediate Microsoft Word and PowerPoint desirable
Mobility (national/ international):
- National - Mobility between bases as required. No international travels required.