Position:                              Area Logistics Officer                       

Contract duration:              3 months (might be renewable)

Location:                             Gaza

Starting Date                      ASAP

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.

II-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 communities, 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 an Area Logistics Officer for its humanitarian operations in Gaza.

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.”

III-Position Profile

1. Contribute to timely, cost efficient & transparent supply chain management in the area:

1.1 Procurement

• Ensure that ACTED procurement guidelines are applied at all times for all procurements;
• Maintain the local supplier database up-to-date & to build a strategic view of sourcing in the area;
• Coordinate procurement with capital & other field offices logistics & program staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the CLM to mitigate such risks. Major risks identified should be directly raised to the Senior Office manager and CLM promptly.
• Ensure the timely implementation of procurements under his/her responsibility in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations.
• Maintain framework contracts in the area for running supplies/services/works in alignment with ACTED procurement guidelines; ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.
• Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
• Ensure efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);

1.2 Stocks & deliveries

• Identify and manage warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED office/s. Support the furnishing, securing & maintenance of premises.
• Ensure goods transportation means are secured such as rental trucks, etc.
• Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.
• Anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.
• Ensure efficient planning for deliveries to the project teams, and contribute to maintain a regular information toward Project supervisors/ Managers about their stock levels & expected lead-times;
• Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;
• Maintain and disseminate a monthly stock report for every project;
• Handle periodic inventories, and clear stock discrepancies in a documented manner;
• Ensure the exhaustion of stocks before the project ending dates and to provide projects final stock reports to the CLM as per donors’ guidelines;
• Ensure efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.).

1.3 Traceability

• Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving
• Ensure quantity & quality check at every step of the supply chain;
• Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items.

2. Contribute to ensure timely, cost efficient & transparent logistical management in the area:

2.1 Fleet & transportation management

• Support vehicles allocations, purchase or rental based on program & transversal needs in the area;
• Ensure efficient monthly, weekly & daily planning & movements follow-up tools;
• Ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.
• Contribute to review & implement an efficient maintenance strategy in the area (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability, etc.
• Contribute to ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
• Ensure the monthly physical inventory of fleet, and update related tools accordingly;
• Calculate and check the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and solve major over-costs; report major increases in fleet costs to Area senior office manager/ CLM.
• Identification of transportation companies for needs that can’t be covered by ACTED fleet, taking into account opportunities made available through the humanitarian community (logistics cluster, etc.): vehicle rental companies, etc.
• Contribute to coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM.
• Support loading and unloading of goods;
• Support administrative requirements toward customs and any other local authority when transporting goods/staff;
• Organize regular staff training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
• d) Ensure efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).

2.2 Fuel management

• Manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any.
• Support minimum fuel quality requirements;
• Ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.
• Ensure maintenance of appropriate storage facilities for fuel, as per security & safety guidelines (when needed);
• Ensure the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).

2.3 Asset management

• Support assets allocations, purchase or rental based on program & transversal needs in the area;
• Ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.
• Maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
• monthly and random asset inventories to check the monthly asset follow-up reliability, and take any corrective action needed;
• Contribute to review & implement an efficient maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.
• Contribute to regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
• Support the transfer or donation of assets before project ending dates, and the projects final asset reports for the CLM as per donors’ guidelines;
• Ensure the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

2.4 Premises management

• Support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria
• Contribute to upgrade of each premises up to ACTED standards;
• Ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.
• Ensure preventive & corrective maintenance or works of premises;
• Maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);
• Contribute to ensure that security & safety guidelines are applied in every premises;
• Ensure the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)

2.5 Communications & IT management

• Ensure communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in the area;
• Ensure that ACTED communication & IT management guidelines are applied in the area;
• Support the fulfilment of administrative requirements toward local authorities for communication means in use;
• Contribute to define & implement the IT plan in the area: handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in the area benefits from the best technological services at the best price, depending on budget, and based on ACTED global standards.
• Support the monthly data back-up (server, emails, etc.) as per replication standards;
• Contribute to IT staff regular training & refreshers;
• Contribute to ensure IT security guidelines in the area, and take any needed corrective action; contribute to IT security crisis management in close liaison with the CLM if required.
• Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)

3. Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures:

• Ensure ACTED logistics manual is applied for all operations under his/her direct responsibility; contribute to improve logistics procedures knowledge by logistics, finance, program and coordination teams;
• Promote the zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy;
• Contribute to monthly logistics TITANIC under the CLM supervision, carefully checking the reliability & relevance of data reported from field offices;
• Handle field visits with clear ToRs, including ad hoc checks (asset & stock inventories, fuel consumption, etc.) and written report following each visit; the planning & ToR should be shared with the CLM & the Area Coordinator in advance.
• Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. throughout workshops or field visits;
• Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in the area, under the CLM supervision;
• Contribute to follow-up & update internal & external audit report for logistics,
• Support a timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual;
• Support the preparation of external audits as per Regional Audit teams’ instructions, under the CLM supervision.

4. Contribute to the implementation safety & security guidelines, SOP & plans

• Ensure and control the implementation of Standard Operating Procedures (SOPs) related to premises, communication and movement;
• Support the preparedness (check contingency kits, first aid kits etc.) to evacuation and contingency plans in capital;
• Control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS);
• Report security breaches if any.

5. Contribute to logistics staff capacity building:

• Train & build capacities of logistics staff; identify staff with potential.
• Support coordination between the logistics team and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation.
• Represent ACTED with relevant logistics and communication networks,
• Participate in area level coordination meetings.
• Support any other area/office if requested by the CLM;
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution under the CLM supervision if requested.

Others

• Perform other duties requested by Gaza Area Coordinator or Logistics Officer/Manager at capital level
• Ensure good working relationships with all ACTED departments
• Establish and maintain professional liaison with Gaza suppliers and service providers, ensuring ACTED’s reputation is preserved to the highest standards
• Remain available to relocate, conduct field missions or temporarily change work location whenever appropriate and/or relevant.
• Ensure proper storage, scanning and backup of logistics documents both hard copies and digital files on ACTED Archives
• Ensure a commitment to gender equality and inclusion both within the organization and throughout the design and execution of project activities

جميع الحقوق محفوظة لموقع جوبس.

IV- Qualifications:

• Bachelor's degree in Business Administration , Finance, or any other related field.
• Minimum 4 years’ experience in relevant field.
• Proven experience working with NGOs/INGOs
• Familiar with Procurement processes and guidelines
• Ability to handle multiple assignments & meet deadlines.
• Strong problem-solving and decision-making skills.
• Mature professional attitude, excellent communication, creative and flexible with ability to work in a team.
• Computer skills, especially on Microsoft (word , excel , etc.)
• Excellent in written & spoken English/ Arabic.

V- Submission of applications:

Interested candidates are invited to send CV, Cover letter and three references (in English) no later than January 15th, 2024 to: ([email protected]), indicating the position (Area 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.