Job Description

Position: Senior Logistics Officer

Contract duration: 12 months (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 and Gaza.

Responsibilities

The Senior Logistics Officer will work under the direct hierarchical supervision of the Country Director and reports functionally to the Logistics HQ focal points (Paris):

For all aspects related to monthly Logistics reporting, the Senior Logistics Officer will report to the logistics Department in HQ.

For all aspects related to Inventory, Communications, purchase to be done in HQ, the Senior Logistics Officer will report to the logistics Department in HQ.

For all aspects related to IT and communication to be managed in HQ, the Senior Logistics Officer will report to the IT Department in HQ.

For all aspects related to Procurement Plan to be approved in HQ prior dissemination to the donors, the Senior Logistics Officer will report to the Logistics Department in HQ.

Procurement Planning & Supply Chain Management (All bases)

Responsible for project and office procurement: planning, implementation and follow up;

Ensure adequate and timely supply chain process, in line with project deadlines, if any;

Responsible for overseeing market surveys and database of suppliers.

Formulating a plan to purchase the items ordered from the market

Responsible for overseeing the preparation of Order Forms, Purchase Orders and all follow-up documents and checking on a weekly basis that the Logistics Officers in the West Bank and Gaza are using the order form follow up

Fully in charge of managing the local procurement of the mission capital (Scenarios A, B and C) and National procurements (Scenarios D and F): in-charge of overall compliance with ACTED policies, validation of purchases/services, follow-up and supervision of computerized tracking of all purchases.

In charge of preparing RFQ for the West Bank (A, B and C) and overseeing local procurement scenarios (A and B) which are autonomously managed in Gaza.

In charge of preparing all tender documents for West Bank procurements and overview tender documents prepared by the Gaza team

Responsible for drafting all procurement memos and contracts for scenarios C, D and E for the West Bank

Responsible for sending all screening requests to HQ

Ensure the delivery of the procured items to the ACTED bases

Reinforce current procedures and the quality of ACTED internal control, based on international best practices, donor requirements and results of internal and external audits;

Ensure information flow with other departments for effective service delivery. Accountable for overall compliance with the procurement procedures;

Keep all procurement and supply chain stakeholders informed of all processes, changes, updates and decisions relevant to ACTED & Third party engagement in order to ensure smooth cooperation and ACTED’s transparency.

Manage and overseeing the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures. Conduct monthly spot check on logistics filing to ensure correct procedures are being adhered to;

Assets, Property and Stock Management & Monitoring (All bases)

Ensure compliance with ACTED assets, property and stock management procedures for all offices and warehouse for ACTED opt;

Supervise computerized tracking of all deliveries;

Share all relevant assets, property and stock information with relevant ACTED managers/officers;

Collect detailed monitoring information from ACTED emergency material stock levels on monthly basis; stock levels reports should be shared systematically

Undertake periodic inventories for all projects to identify gaps between theoretical and physical stocks

Management of the IN & OUT processes in the framework of projects implementation and ensuring reception of merchandise and oversee the customs procedures for imported goods;

Control and consolidate at bases Monthly Asset and Stock Follow Up report, to be sent to country Director and HQ on monthly basis, every 10rd of the month (AST-05 and STO-02);

Supervise safety of the stock and materials;

Visit ACTED bases regularly (Hebron, Gaza and East Jerusalem) in order to ensure assets, property and stock are monitored first hand.

Conduct monthly visits to ACTED’s Hebron warehouse to conduct a stock check as well as on site at the warehouse for the delivery of items into the warehouse.

Conduct quarterly inventory of ACTED assets along with responsible logistics officer.

Fleet Management and Transportation arrangements (All bases)

Ensure proper utilization, maintenance and follow up of ACTED fleet, including control of fuel and repair costs (in line with ACTED procedures). Work towards improving ACTED’s fleet quality and cost efficiency;

Cross check on a monthly basis vehicle logbooks with ACTED’s online vehicle tracking system to ensure vehicles are being used in an appropriate manner;

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)

Ensure delivery of all program purchases from source by coordinating with suppliers and service providers and liaising with the program(s) teams who would follow the delivery to the field location in a timely manner, respecting donor/partner deadlines.

Manage delivery of ACTED stock and supplies to appropriate warehouses accordingly;

Responsible for control and consolidation of Monthly Fuel Consumption report and Motorized Assets Follow-up ;

Responsible for management of ACTED car roster. 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.

Responsible for tracking the log book and all other fleet and transportation related documents to ensure no mistakes/fraud;

Safety and Security of ACTED personnel in liaison with ACTED Security Advisor

Liaise with ACTED Security Advisor to ensure high safety and security standards are taken in consideration.

Adhere to best security information available and in consultation with ACTED Security Advisor when making any movement decisions;

Draft security incident reports for the West Bank where necessary

Review security assessment for new ACTED properties

prepared by ACTED’s Security Adviser prior to their submission to HQ

Information Technology set up and maintenance and communications in liaison with the IT service provider the mission is outsourcing (All bases)

ACTED hardware and software maintenance ensuring continued operations with IT specialist support.

Responsible for functional communication systems in all ACTED bases (including telecommunication and internet services);

Follow up with the IT specialist.

Management of all costs related to communication systems

Management of all communication tools with system providers;

Responsible for control and consolidation of Monthly Communication Report ;

Evaluate IT system/s and recommend appropriate technologies solutions with IT specialist support;

Ensure internet phone & power connections in all offices/bases with IT specialist support

Ensure IT specialist prepares a monthly IT report, and then submit to ACTED’s HQ

Facilitating the operations of programs in all aspects of logistics

Responsible to mitigate delays of program and support purchases delivery that would be internally controlled.

Must ensure positive communication with program team;

Must prioritize all activities related to ACTED’s contractual obligations under signed/on-going projects, in particular emergency cases;

Liaison with third parties in relation to sections (a), (b), (c), (d) or (e).

Responsible to follow up on complaints from external parties related to procurement, assets, supply chain or transportation;

Responsible to maintain good relationships with all ACTED stakeholders related to the above;

Supervision and capacity building of Logistics Staff

Must be capable of handling his duties and prioritize his/her work according to the field emergencies, without skipping the reporting responsibilities. He/she must guarantee that function by managing his/her team to the best of their personal skills and be capable of directing them towards excellence.

Overseeing compliance towards all ACTED logistics procedures by other members of Logistics Department; raise concerns when needed.

Should build the capacity of fellow department members; train staff to be able to substitute in time of leave.

Other

Compile a monthly logistics report and send to HQ following CD validation by the 10th of each month

Take lead on all matters related to logistics. Present clear and efficient ways forward

Visit field locations of ACTED’s operations to understand project implementation

Job Requirements

Qualifications:

Minimum Bachelor's degree in Business Administration, Finance, Accounting or any other related field

At least 5 years of relevant experience in similar position from respectable INGOs, other non-profit organizations or private sector.

Minimum of 3 years of team management experience.

Excellent interpersonal and problem-solving skills, proven track record working with Palestinian suppliers .

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

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

Excellent spoken and written English and Arabic language skills.

Professional knowledge of Microsoft office package

Valid Driving Lisence.

Job Details

Job Title Senior Logistics Officer

Deadline 23 - Jan - 2021

Location Ramallah

Job Type Full time

Position Level Mid Career

Salary N/A

Degree Bachelor's degree

Experience 5 Years

Category Finance and Accounting Business & Admin

Application Instructions

Interested candidates are invited to send CV, Cover letter and three references (in English) no later than January 23rd, 2021 to: ([email protected]), indicating the position (Senior Logistics Officer) 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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