Logistics Assistant

Position:                              Logstics Assistant       

Contract duration:            6 months renewable

Location:                            Ramallah

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 a Logistics assistant for its operations in West Bank.

“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

• Assistance in Procurement and Supply Chain Management

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

• Local Procurement (Scenarios A, B and C)

1. Account for compliance with ACTED procurement procedures
2. Follow-up the procurement (Scenarios A, B, C) of the capital office
3. Liaising with Logistics Manager to validate the Purchase / Service Contracts for Scenario C 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 (Scenarios D and E)

1. Account for compliance with ACTED procurement procedures
2. Support to follow-up the procurement (Scenarios D and E) for all offices (Ramallah and Gaza)
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 program 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 Senior Logistics Officer.
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 for checking 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 hard copies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must always be accessible to Senior Logistics Officer.
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 FLAT filing based on reconciliation between logistics and finance tool (SAGA extracts, DFU, CFU and OFU)
4. Responsible for filing FLAT checklists (FLA 01, FLA 02, FLA 03)
5. Responsible for scanning all the logistics docs in a well-organized database per project matches the OFU entries.
6. Assist in administrative duties including reception and answering phone calls, sending faxes.
7. Any other tasks related to the logistics department activities as assigned by Senior Logistics Officer and Logistics Manager.

جميع الحقوق محفوظة لموقع جوبس.

IV-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.

VI-Submission of applications

Interested candidates are invited to apply by sby clicking on the below link no later than October 10th, 2024 to: 

Apply Online

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.

“Due to the emergency situation and the need for the position , this job might be filled before the end of the vacancy announcement”