Logistics Assistant At ACTED

POSITION: LOGISTICS ASSISTANT

Direct hierarchy: Logistics Manager

Contract duration: 6 Months

Location: West Pokot County, Kenya

Starting date: July, 2021

Background on ACTED

ACTED (Agency for Technical Cooperation and Development) is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the position of a Logistics Assistant in West Pokot County, Kenya.

Responsibilities

1. Procurement Planning and Supply chain management

• Responsible for project procurement planning and delivery
• Manage and coordinate the entire procurement and supply chain resources in West Pokot county
• Reinforce current procedures and the quality of ACTED internal control, based on ACTED standards and best practices
• Ensure information flow with other departments for effective service delivery thus securing the successful conclusion of the programs – using ACTED reporting tools,
• Update and circulation of the Order Form Follow up (OFFU), Contract Follow up (CFU);
• Update and circulation of the procurement follow up;
• Accountable for overall compliance with the procurement procedures;
• Set up systems, implement documents and procedures & develop forms when necessary;
• Ensure that all relevant people understand the procurement process by providing trainings, inductions and consistent information sharing.

2. Stock Management

• Accountable for ensuring the monthly stock inventory is complete;
• Responsible for ensuring that that stock movement (IN & OUT) processes are respected;
• Responsible for overall compliance with the stock management procedure;
• Responsible for ensuring a regular update of the stock management database and it’s accuracy;
• Responsible for providing stock reports;
• Set up system, implement documents and procedures & develop forms when necessary;
• Supervision and management of the warehouse team.

3. Delivery (Transport) Management

• Overall delivery management for ACTED freight;
• Responsible for the overall compliance with delivery management procedures;
• Set up system, implement documents and procedures & develop forms when necessary.

4. Assets and Property Management (including premises)

• Ensure the safety and effective use of all ACTED assets and property in the mission;
• Ensure the asset database is up to date and accurate;
• Responsible for ensuring that all assets are in a good working condition and that necessary maintenance and repairs of these resources is undertaken;
• Ensure that all assets are used and stored in a safe and secure manner;
• Accountable for the overall compliance with assets, property and premises management procedures;
• Support HR and Administration in ensuring that property and premises are well maintained and adhere to ACTED standards;
• Ensure that all data on ACTED assets is regularly backed up, as per base procedures and properly identified;
• Ensure that all data on ACTED assets is backed up upon exit of staff / return of assets;
• Set up system, implement documents and procedures & develop forms when necessary.

5. Fleet and Fuel Management

• Ensure proper utilization, maintenance and follow up of the ACTED fleet, as per ACTED procedures;
• Control and manage the cost of the fleet (fuel, maintenance and repairs);
• Ensure that the fleet database is updated and accurate;
• Provide monthly reports and analysis to Capital Office and Area Coordination;
• Regularly review and cross check fleet movements against the fleet database;
• Ensure a monthly roster is prepared for all fleet staff and monitor overtime;
• Ensure that regular vehicle maintenance is undertaken with the rental company.
• Accountable for the overall compliance with the fleet management procedures;
• Vehicle request and allocation standard operating procedures (SOPs)
• Vehicle use and safety procedures (first aid, spares etc);
• Supervision of fleet team;
• Set up system, implement documents and procedures & develop forms when necessary.
• Support the capital team, when needed, in terms of fleet follow up, compliance, procurement and contract negotiation.

6. Telecommunication and Information Technology Support

• Ensure that telecommunication and information management are functional;
• Report to country office needs and requirements of the base.

7. Reporting

• Responsible for complying with all the reporting requirements within the various sub departments to the area coordination and country management teams; including but not limited to the monthly stock report, the monthly fuel and fleet report, etc.

8. Protection mainstreaming:

• Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)

Qualifications/Skills Required:

• Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.
• At least 3 years’ relevant experience in procurement and logistics management in INGOs.
• Excellent communication, organization and presentation skills.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Ability to work efficiently under pressure