Logistics Assistant at the Agency for Technical Cooperation and Development (ACTED)

Agency for Technical Cooperation and Development (ACTED) -  Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

We are recruiting to fill the position below:

Job Title: Logistics Assistant

Location: Borno

About the Job

• The Logistics Assistant is responsible to facilitate the operations in Monguno through facilitation of procurements as well as the oversight of transport planning, asset management and stock management of ACTED.

Procurements:

• To receive Order form - cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
• To spot gaps in the setup of the Office/ GH of the base and start procurements in consolidation with Base Manager
• To conduct all procurements under Scenario A to C of Logistic Manual;
• To ensure to respect ACTED procurement procedures for each purchase
• To find and Prepare the list of successful suppliers in Monguno Base
• To ensure fair and transparent selection of suppliers in each procurement;
• To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
• To follow with Finance and Logistic officer on bi-weekly basis (each Thursday afternoon) contract follow up (CFU) to ensure all procurement contracts under scenario (C) is registered and recorded;
• Follow up with office/GH cleaner/laundry man for any ad hoc purchases or services required for ACTED premises;
• Facilitate all procurements of running cost for the base

Delivery Follow up/ Stock Management:

• To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
• To follow and ensure that the signed waybill, reception vouchers and packing list are collected after each delivery IMMEDIATELY.
• To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
• To ensure the received quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
• Communicate and provide the purchase delivery documents with Finance for supplier’s payments;
• To keep the stock files updated and a neat and clean stock in Monguno

Filing:

• To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
• To create and or update the Order form follow up folders (open order form to be placed in this folder)
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
• FLAT Folder (logistic contributions):
• To provide all scenario “C” purchase documents original copies to (Finance Officer) as FLAT focal point immediately after signing the contract with selected supplier(s)
• To provide delivery documents for Scenario “C” (delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;

Transport Management:

• To plan daily movements of the fleet in Monguno in order to facilitate good services to the program teams
• Make sure all cars are operational and in good and safe condition through daily checks and the organization of repairs
• Liaise with Fleet Assistant Maiduguri for operational planning of cars and drivers

Asset Management:

• To plan the utilization of ACTED assets
• To make sure all assets are in good condition and serviced regularly
• To keep the asset list updated

About You

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability
• Moreover, we also expect the following:

Essential:

• Good use of Microsoft Office.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Fleet Management/Logistics/Procurement is required
• University degree or advanced training/ course in Business Administration, Sociology, Social Work, international affairs, humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desirable:

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We Offer

• Contract length: 3 Months possibility of extension
• Level: E1-1 (national contract)
• Start date: As soon as possible/Desirable

Application Closing Date
16th April, 2019.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Application Process

• All applicants must send a Cover Letter and an updated CV (no longer than four pages) in English.
• CV and Cover Letter indicating and explaining the suitability to the position applied.
• Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations
• Applications should be addressed to: The Recruitment Manager.
• Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. CV-only applications will not be considered. Please note that the position title and location must be written in the subject line of the e-mail otherwise not considered.

Note

• ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.
• CVs will be review on rolling bases, Interview could be held before closing date.
• Due to the large numbers of expected applicants ACTED will only inform shortlisted candidates. We apologise for the inconvenience. Only short-listed applicants will be invited for written test and oral interview.