FLATS Assistant At Agency for Technical Cooperation and Development

MISSION

ACTED is an international non-profit NGO based in Paris, France with operations in over 35 countries across Europe, the Middle East, Asia, Africa, Latin America and the Caribbean. ACTED’s mission is to provide immediate humanitarian assistance to those in need while generating long-term opportunities for sustainable growth. ACTED operates in contexts of natural disaster, armed conflict and socio-economic crisis. For more information: www.ACTED.org

OBJECTIVE OF THE WORK

The FLATS assistant will help ensure compliance with logistics procedures in accordance with ACTED and donor internal policies at the Puerto Ayacucho base in Amazonas, providing support and acting as a link between the logistics and finance departments.

The FLATS assistant will work under the direct supervision of the logistics officer and the base manager, and in coordination with the different departments of the Caracas central office and the area coordinator.

CHAIN ​​OF COMMAND
Under the authority of:
Logistics Officer
Base Manager
Area Coordinator
Country Director
Logistics Manager
LABOR RELATIONS
Internal relations:
Base Manager
Area Coordinator
Country Director
Finance Manager
Administration and HR
Manager Logistics Manager
Support department officers

External relations:
Local authorities.
Candidates.
Acted implementing partners.
Suppliers.

FUNCTIONS

Shopping

 Support all purchasing processes: request form, quotations, purchase memo, purchase order, contracts.
 May occasionally act as focal point with suppliers.
 Preparation and monitoring of procedures (PRO-03 Supplier Database).
 Preparation and monitoring of procedures (PRO-10 OFFU).
 Ensure that procurement documentation is prepared and filed in accordance with
Acted procedures.
 Ensure that purchasing files are approved by the logistics, finance and coordination departments.

Stock Management
 Stock management and maintenance.
 Management of IN & OUT processes (STO-05, STO-01, STO-03).
 Control of the procedures for receiving and sending goods (DEL-01; DEL-02).
 Use and maintain the inventory format (STO-02) and perform a monthly inventory.

Asset Management
 Support the development and control of the asset list (AST-05).
 Support the development and monitoring of communications (COM-02).
 Check that each asset is labeled and recorded in the AST-05.
 Check that asset documentation is in the appropriate folders and in accordance with Acted procedures.
 Ensure that equipment is available and in good condition for each new arrival and ensure its delivery.
 Ensure that all personnel have returned their property when they complete their mission.

Transport
 Ensure the maintenance and safety of vehicles, as well as the people who use the vehicles.
 Ensure that the AST-03 (route sheet) and fuel record are completed.

Reports
 Support in sending monthly and weekly reports.
 OFU meeting: every Friday (logistics and finance meet to review each status of the purchases in progress).
 Support the sending of TITANICS (monthly logistics report): 05 of each month (ast 05, ast 06, sto 02, it06, it 07, acted ghg_assessment tool, pro-03 supplier database, com-02 monthly communication report)

Coordination between programs and FLATS.

 Ensure a common dynamic between support and programme departments to achieve the best possible execution of activities.
 Raise awareness and periodically remind suppliers of procedures, supporting purchase planning and anticipation of requests.
 Raise awareness and ensure compliance with the Acted code of conduct.

REQUIREMENTS
Mandatory:
 Graduate professional Degree in logistics, administration, industrial engineering, or related careers.
 At least one (1) year of experience as a logistics or administrative assistant. Preferably in an international NGO.
 Experience in proven organizational skills.
 Experience working in multicultural work environments .
 Mastery of Microsoft Office Package.
 Soft skills: dynamism, autonomy, high attention to detail, responsibility, teamwork, assertive communication, results-orientation, transparency, flexibility.

Desirable (not mandatory):
 Experience in Administration.

CONDITIONS
 Contract for the provision of services for 12 months with the possibility of renewal depending on
budget availability and performance.
 Place of work: In person at the ACTED office in Puerto Ayacucho.
 Professional fees according to the organization’s scale.
 Puerto Ayacucho – State of Amazonas