I. Background on ACTED

ACTED is an international NGO registered in France. ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future. ACTED started its activities in the occupied Palestinian territory (oPt) in May 2007. ACTED is currently implementing projects covering multiple humanitarian / development sectors, funded by of a variety of international donors, which aim at protecting vulnerable households and strengthening civil society actors across the oPt. ACTED oPt offers a dynamic, rigorous and knowledge-orientated working environment.

1. Country Profile

In the occupied Palestinian territory, ACTED is both committed to humanitarian assistance and long-term development. ACTED strives to strengthen the economic capacities of cooperatives in rural areas, consolidate civil society organisations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank and Gaza.

III. Position Profile

Under the Logistics Manager supervision, the Logistics Assistant will sssist ACTED’s mission in :

• Procurement and Supply Chain Management
• Assets Management
• Stock Management
• Information Technology & communication Management
• Logistics Department Support and Filling

IV. Responsibilities

Assistance in Procurement and Supply Chain Management

Assist in management and coordination of the supply chain resources in the mission

1. Receiving orders forms from the various departments and dully treat them within the required timeline
2. Distribute / Collect quotations & tenders to an identified list of suppliers / vendors
3. Deliver payments from/to the suppliers / service providers
4. Formulating a plan to purchase the items ordered from the market
5. Ensure the delivery of the procured items to the ACTED bases in the designed timeframe.
6. Develop and update the order follow-up
7. Ensure information flow with other departments and sub offices until final delivery
8. Responsible to update the computerized tracking of all purchases through the Order Follow Up
9. Update regularly the suppliers data base
10. Conduct market surveys when needed.

Local Procurement

1. Account for compliance with ACTED procurement procedures
2. Follow-up the procurement process according to the scenarios
3. Liaising with Logistics Manager to validate the Purchase / Service Contracts for procurement
4. Complete the computerized tracking of all purchases through the Order Follow Up
5. Assist in managing the base’s procurement and supply chain, from reception of Order Form to final delivery (Reception voucher)  - receiving delivery note/ issuing service completion certificate
6. Collecting and Preparation of purchase docs in the form of payment before delivering to finance department

National Procurement

1. Account for compliance with ACTED procurement procedures
2. Support to follow-up the procurement for all offices (Ramallah and Gaza) according to the scenarios
3. Support in validation of the national and international tenders procurement Docs as specified in the logistics manual when needed
4. Complete the computerized tracking of all purchases through the Order Follow Up
5. Assist in managing the base’s procurement and supply chain, from reception of Order Form to final delivery until receiving delivery note/ issuing service completion certificate
6. Collecting and Preparation of purchase docs in the form of payment before delivering to finance department

Assistance in Stock Management

1. Follow up in collecting and updating data records of all programme inventories in the mission
2. Stock keeper, make sure that the office stocks  are kept safe in a locked storage
3. Management of the IN & OUT processes in the Mission storage resources
4. Accountable for compliance with the stock management procedures
5. Responsible of Physical stock control under supervision Logistics Manager
6. Accountable for all program and non-program inventories in the office and sub offices
7. Supervise safety of the stock and materials
8. Must remain aware of all stock / materials movements between warehouses or stock areas
9. Filing in of documents in timely manner at reception
10. Completing the computerized tracking of all deliveries and Stock Delivery reports
11. Report  all proper documentation regarding the overall delivery and stock process to Logistics Manager
12. Draft and consolidate all data from warehouses regarding stocks and inventories,: Quality Check List, Reception Vouchers, Delivery Reports, and Stock Report.

Assistance in Assets Management

1. Accountable for the compliance with assets, properties and premises management procedures
2. Assets keeper, make sure that the stocked assets are kept safe in a locked storage
3. Regularly issue and verify of the Asset Documentation (Asset Card, Assets reception, Assets return, repair Order form/ Asset Card, update Assets follow up list and other property lists )
4. Responsible to check the assets returned form staff, notify the logistics manager in case of any damage or malfunction
5. Controls that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents ,assets cards payment)
6. Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must be accessible at all times to logistics manger
7. Responsible for the recording (tagging  and identification) of Assets are clear for all equipment and properties kept in the bases

Assistance Information Technology & communication Management

1. Follow up the needed maintenance on weekly and monthly basis in liaison with IT service provider based on staff requests
2. Follow up the needed regular visits for technical check of the IT setup in liaison with IT service provider.
3. Support in evaluating  the IT system hardware and software needs and recommend appropriate technologies and solutions
4. Control server room and having it checked regularly by the It service provider. Ensure that the automatic server data backup is working properly on weekly basis.
5. Make sure the IT hardware and software systems are  installed and set-up and in good working condition
6. Responsible for the compliance with ACTED’s IT guidelines in addition to the data/knowledge management procedures
7. Follow up with IT and telecommunication service providers to get information follow up maintenance of malefaction in liaison with the Logistics Manager
8. Ensure that all telecommunication assets are in working condition
9. Support in the cost information collection, analysis. Raise concerns if any.

Logistics Department Support and Filling

1. Support Logistics Manager in daily relevant logistics activities and logistic general field of intervention.
2. Responsible for all Logistics department filing, scanning  and copying logistics department hard and soft files and correspondences
3. Responsible for filing based on reconciliation between logistics and finance tool
4. Responsible to scan all the logistics docs in a well-organized data base per project matches the OFU entries.
5. Assist in administrative duties including reception and answering the phone calls, sending fax.
6. Any other tasks related to the logistics department activities as assigned by Logistics manager and CD
7. Perform any other duties requested by the Logistics Manager.

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Qualifications:

• Bachelor's degree in accounting, finance , business administration or any other relevant field.
• At least 1 year of relevant work experience in a similar position.
• Previous work experience with NGOs / INGOs is a plus.
• Excellent interpersonal and problem-solving skills, creativity and flexibility.
• Strong ability to work independently, organize work, meet deadlines.
• Professional attitude, good social skills, communcation, and ability to work in a team.
• Excellent spoken and written English and Arabic language skills.
• Good knowledge of Microsoft office (Word, Excel, Powerpoint…).
• Valid Driving Lisence.

Submission of applications:

Interested candidates are invited to send a cover letter, CV, and three references (in English) no later than 23/12/2018 to: [email protected] indicating the position (Logistics Assistant) in the subject line. Only shortlisted candidates will be contacted for an interview.