The Area Logistics Officer (ALO) ensures the supply chain management intended for project implementation in the area, as well as the logistical transversal management such as fleet, fuel, premises, assets & communication management. S/he should ensure compliance of all logistics operations under his/her responsibility with ACTED logistics & donors’ procedures, best practices & national regulations, with an emphasis given to the value for money principle

Under the authority of:

• Area Coordinator (direct line manager) and Country Logistics Manager (functional manager)

Responsible of:

• N/A

1. Internal:

• Country Logistics Manager
• Area Finance Department
• Area Coordinator
• Project Managers

External:

1. Suppliers
2. Service Providers
3. Contractors

Other Humanitarian Organizations

1. Contribute to timely, cost efficient & transparent supply chain management in the area
2. Contribute to timely, cost efficient & transparent transversal logistical management in the area
3. Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility (procurement, stock & delivery management, fleet, fuel, premises, assets & communication management), and actively promote logistics procedures

Contribute to the implementation safety & security guidelines, SOP & plans

1. Contribute to timely, cost efficient & transparent supply chain management in the area
   1. Procurement
2. Ensure that ACTED procurement guidelines are applied at all times for all procurements assigned by the CLM;
3. Contribute to maintain the local supplier database up-to-date & to build a strategic view of sourcing in the area;
4. Contribute to coordinate procurement with capital & other field offices logistics & program staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the CLM to mitigate such risks. Major risks identified should be directly raised to the CLM promptly.
5. Ensure the timely implementation of procurements under his/her responsibility in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations.
6. supplies/services/works such as fuel, stationery, transportation means, etc.
7. Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.
8. Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
9. Contribute to identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED offices in coordination with the CLM, PM and AC. Support the furnishing, securing & maintenance of premises.
10. Contribute to ensure goods transportation means are secured such as rental trucks, air cargo, etc.
11. Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.
12. Contribute to anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.
13. Support efficient planning for deliveries to the project teams, and contribute to maintain a regular information toward Project Managers about their stock levels & expected lead-times;
14. Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;
15. Contribute to maintain and disseminate a monthly stock report for every project;
16. Handle periodic inventories, and clear stock discrepancies in a documented manner;
17. Contribute to ensure the exhaustion of stocks before the project ending dates and to provide projects final stock reports to the CLM and PM as per donors’ guidelines;
18. Support the efficient & exhaustive circulation, filing, archiving and reporting of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.)
19. Contribute to identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED offices in coordination with the CLM, PM and AC. Support the furnishing, securing & maintenance of premises.
20. Contribute to ensure goods transportation means are secured such as rental trucks, air cargo, etc.
21. Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.
22. Contribute to anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.
23. Support efficient planning for deliveries to the project teams, and contribute to maintain a regular information toward Project Managers about their stock levels & expected lead-times;
24. Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;
25. Contribute to maintain and disseminate a monthly stock report for every project;
26. Handle periodic inventories, and clear stock discrepancies in a documented manner;
27. Contribute to ensure the exhaustion of stocks before the project ending dates and to provide projects final stock reports to the CLM and PM as per donors’ guidelines;
28. Support the efficient & exhaustive circulation, filing, archiving and reporting of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.)
29. Traceability
30. Contribute to the up-to-date order follow-up and to disseminate the tool to all operational managers.
31. Support the quantity & quality check at every step of the supply chain;
32. Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items.
33. Contribute to ensure timely, cost efficient & transparent transversal logistical management in the area
34.  
35.  
    1. Fleet & transportation management
36. Support vehicles allocations, purchase or rental based on program & transversal needs in the area;
37. Support efficient monthly, weekly & daily planning & movements follow-up tools;
38. Contribute to ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.
39. Contribute to review & implement an efficient maintenance strategy in the area (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability, etc.
40. Contribute to ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
41. Support the monthly physical inventory of fleet, update related tools accordingly, and ensure the reporting is done in in a neat and timely manner;
42. Contribute to calculate and check the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and solve major over-costs; report major increases in fleet costs to the CLM.
43. Support the identification of transportation companies for needs that can’t be covered by ACTED fleet, taking into account opportunities made available through the humanitarian community (logistics cluster, UN flights, etc.): vehicle rental companies, air cargo companies, boat lines, etc.
44. Contribute to coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the AC, PM and CLM.
45. Support loading and unloading of goods;
46. Support administrative requirements toward customs and any other local authority when transporting goods/staff;
47. Contribute to organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
48. Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
    1. Fuel management
49. Contribute to manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any.
50. Support minimum fuel quality requirements;
51. Contribute to ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.
52. Support the maintenance of appropriate storage facilities for fuel, as per security & safety guidelines;
53. Contribute to the monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented.
54. Support the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).
    1. Asset management
55. Support assets allocations, purchase or rental based on program & transversal needs in the area;
56. Contribute to ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.
57. Contribute to maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
58. Support monthly and random asset inventories to check the monthly asset follow-up reliability, and take any corrective action needed;
59. Contribute to review & implement an efficient maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.
60. Contribute to regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
61. Support the transfer or donation of assets before project ending dates, and the projects final asset reports for the CLM, AC and PM as per donors’ guidelines;
62. Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
63. Premises management
64. Support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM and AC.
65. Contribute to upgrade of each premises up to ACTED standards;
66. Contribute to ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.
67. Support preventive & corrective maintenance or works of premises;
68. Contribute to maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);
69. Contribute to ensure that security & safety guidelines are applied in every premises;
70. Support the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)
    1. Communications & IT management
71. Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in the area;
72. Contribute to ensure that ACTED communication & IT management guidelines are applied in the area;
73. Contribute to maintain a monthly communication costs follow-up; investigate and solve major over-costs; report major increases in communication costs to the CLM.
74. Support the fulfilment of administrative requirements toward local authorities for communication means in use;
75. Contribute to define & implement the IT plan in the area: handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in the area benefits from the best technological services at the best price, depending on budget, and based on ACTED global standards.
76. Support the monthly data back-up (server, emails, etc.) as per replication standards;
77. Contribute to IT staff regular training & refreshers;
78. Contribute to ensure IT security guidelines in the area, and take any needed corrective action; contribute to IT security crisis management in close liaison with the CLM if required.
79. Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
80. Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures
81. Ensure ACTED logistics manual is applied for all operations under his/her direct responsibility; contribute to improve logistics procedures knowledge by logistics, finance, program and coordination teams;
82. Promote the zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy;
83. Contribute to monthly logistics TITANIC under the CLO and CLM supervision, carefully checking the reliability & relevance of data reported from field offices;
84. Handle field visits with clear ToRs, including ad hoc checks (asset & stock inventories, fuel consumption, etc.) and written report following each visit; the planning & ToR should be shared with the CLM & the Area Coordinator in advance.
85. Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. throughout workshops or field visits;
86. Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in the area, under the CLM supervision;
87. Contribute to follow-up & update internal & external audit report for logistics, under the CLM supervision;
88. Support a timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual;
89. Support the preparation of external audits as per Regional Audit teams instructions, under the CLM supervision.
90. Contribute to the implementation safety & security guidelines, SOP & plans
    1. Ensure and control the implementation of Standard Operating Procedures (SOPs) related to premises, communication and movement;
    2. Support the preparedness (check contingency kits, first aid kits etc.) to evacuation and contingency plans in capital;
    3. Control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS);
    4. Report security breaches if any.
91. Other
92. Report key information, problems/challenges and notably risks but also general Department activities to the Area Coordinator

Undertake any other tasks as requested by the  Area Coordinator

• Bachelor's degree in commerce/marketing and relevant field
• At least 2 years of experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset.
• Strong knowledge of market and goods/products availability at area of interventions
• Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
• Diligent, dedicated, and able to see complex procedures through to completion.
• Able to communicate complex information clearly, with excellent interpersonal skills.
• Self-motivated, able to work independently or as part of a team.
• Fluent in written and spoken English.
• Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).

Please apply before 3 August 2024 in Sudan Job