Logistics Assistant

Job Description

Position: Logistics Assistant

Contract duration: 6 months (including 3 months probation)

Location: Ramallah

Starting Date ASAP

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-oriented working environment.

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, East Jerusalem and Gaza. ACTED currently seeks a Logistics Assistant for its operations in the West Bank.

Responsibilities

Assistance in Procurement and Supply Chain Management

Receiving orders forms from the various departments and treat them within the required timeline

Assist in Distribute / Collect quotations & Tenders to an identified list of suppliers / vendors

Deliver payments from/to the suppliers / service providers

Conduct market surveys

Develop and update the order follow-up

Ensure information flow with other departments and sub offices until final delivery

Responsible for the computerized tracking of all purchases through the Order Follow Up for the West Bank

Update regularly the supplier’s data base

Assist in Stock Management

Management of the IN & OUT processes in the Mission storage resources in capital office

Ensure delivery of all program and support purchases from source to delivery location in a timely manner, respecting donor/partner deadlines, if any. (this is only applicable for all purchases that ends up as stock)

Accountable for compliance with the stock management procedures in capital office

Responsible of Physical stock control in capital office under supervision Logistics Head of Department

Accountable for all program and non-program inventories in the capital office

Regularly control of the stocks management and follow up in capital office with Logistics Head of Department;

Must remain aware of all stock / materials movements between warehouses or stock areas between capital office and other locations

Filing in of documents in timely manner (at reception, delays are not accepted) for capital office;

Completing the computerized tracking of all deliveries and Stock Delivery reports for capital office;

Report all proper documentation regarding the overall delivery and stock process for capital office to Logistics head of department

Responsible for Assets Management

Accountable for the compliance with assets, and other properties for ACTED’s capital office and guesthouse

Regularly verifies the Asset Documentation (Asset Card, Assets reception, repair Order form/ Asset Card, update Assets list);

Controls that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);

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 Head of Logistics department

Responsible for the recording (tagging and identification) of Assets are clear for all equipment and properties kept in the bases

Responsible for Fleet Management

Ensure proper utilization, maintenance and follow up of the ACTED fleet, including control of fuel and repair costs (in line with ACTED procedures) for capital office;

Conduct weekly check of ACTED capital office logbooks to ensure information is correct and up to date;

Assist in managing the delivery of ACTED stock and supplies to appropriate warehouses accordingly;

Assist in management of ACTED car roster. Ensure that overlapping between staff booking cars is tackled with the possible alternatives. Ensure the cars are in road-safe condition and equipped with First Aid and Repair kits by making sure cars are systematically technically checked by the transport assistant. It is the Logistics Assistant responsibility to communicate and coordinate the movements with program team as a priority for good program implementation through the developed booking mechanisms.

Logistics Department Support and Filling

Support Logistics department in daily relevant logistics activities and logistic general field of intervention.

Assist in Logistics duties including filing, scanning and copying logistics department hard and soft files and correspondences

Responsible for filing based on reconciliation between logistics and finance tool

Responsible to scan all the logistics docs in a well-organized data base per project matches the OFU entries.

Assist in administrative duties including reception and answering the phone calls.

Any other tasks related to the department activities as assigned by head of logistics department and CD

Available for all field movements, as per ACTED needs

Job Requirements

Qualifications:

Bachelor’s degree in Accounting , Finance ,Business Administration or any related field.

1 to 2 years of work experience in a relevant field especially with INGOs/NGOs.

Previous proven expertise in procurement.

Very good negotiation skills.

Strong ability to work independently, organize work, meet deadlines.

Professional attitude, excellent communcation, creative and flexible with ability to work in a team.

Very Good in reading, writing and speaking both Arabic and English.

Conditions:

Valid driving license, and comfortable for potential frequent travels in West Bank

Excellent IT skills, Microsoft programs especially Excel.

Job Details

Job Title Logistics Assistant

Deadline 28 - Feb - 2021

Location Ramallah

Job Type Full time

Position Level Mid Career

Salary N/A

Degree Bachelor's degree

Experience 1 Year

Category Finance and Accounting Business & Admin Operations & Supply Chain

Application Instructions

Interested candidates are invited to send CV, Cover letter and three references (in English) no later than February 28th, 2021 to: ([email protected]), indicating the position (Logistics Assistant) in the subject line.

The selection committee will review all applications as they are received.

All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered.

Only shortlisted candidates will be contacted for an interview. No telephone inquiries will be received.

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