Background on ACTED

Country Profile

Responsibilities

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

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

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

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 (PRO-12) 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 accordance to the Procurement Procedures in ACTED oPT – Capital Office (WB) annexed) 

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 accordance to the Procurement Procedures in ACTED oPT – Base (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;

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 (Gaza and East Jerusalem) in order to ensure assets, property and stock are monitored first hand. 

Conduct monthly visits to ACTED’s 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

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 (TRA-03 | TRA-06); 

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; 

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

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 (COM-02);

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 titanic, and then submit to ACTED’s HQ

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;  

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.

Qualifications:

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

At least 3 years of relevant experience in similar position from respectable INGOs, other  non-profit organizations or private sector.

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.

Conditions:

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

Ability to travel to Gaza.

Excellent IT skills, Microsoft programs especially Excel.