Responsibilities

1. Procurement Support 
2. To Follow up with Procurements Reporting on Port Sudan level including but not limited to:

• Order Form follow up (PRO-10) entry and update when requested.
• Supplier Database (PRO-3.1) filing and updates when requested, coordinate with his supervisors, to register 100% of new suppliers on the ACTED Sudan Supplier Database.

1. Payments updates with finance using only OFFU (PRO-10).
2. Procurement Support and Executions Under A (Direct Purchases), B (3 Quotations + PM), Procurement under FWAs and C (3 Quotations+ PM + Contract):
3. Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst taking into account that quality of the goods must remain within ACTED standards.
4. Receives OFs for local purchases done on Port Sudan level from the concerned requester after authorization and update Order Form follow up (PRO-10).

For ready-signed Framework agreement, to issue Purchases Orders (PRO-04) and prepare them for approval and execution

1. Requests price quotations from various suppliers for preparation according to the lead time communicated via his/her supervisor. 
2. Analyze quotations using the Procurement Memos (PRO-08) to ensure ACTED obtains the best possible value for money.  The timeframe for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days.
3. Submits selection to the Logistics Officer for approval according to the financial rules of the Delegation to the Purchaser.
4. Prepare contracts based on fair and transparent negotiations with suppliers. The timeframe for producing a contract should be no more than one or two days.
5. Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment. Payment should take no more than one or two days upon receiving an invoice.
6. Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt.
7. Upon request and in exceptional circumstances, handles petty cash purchases upon requests.
8. Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management. 
9. Procurement Support and Executions Under D (National Call of Tender), E (International Call for Tender).
10. Prepare and draft Tender documents, according to the Procurement Scenario and as per requested by his line manager. 
11. Support in the execution of quality check with requester as per his/her line manger directions.
12. Accountability, Transparency and Compliance in procurement:
13. Accountable for overall compliance with the procurement procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;
14. Conduct himself/herself both professionally and personally in such manner as to bring credit to ACTED and to not jeopardize its humanitarian mission.
15. Framework Agreements and Supplier Management:
16. Support in FWAs preparation and drafting documents.
17. Ensure 100% of FWA documentation is correctly filed in hard-copy and electronic-copy.
18. Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns within one day of identification.
19. Transport / Flights:
    1. Transport/Cargo

• Focal point for Cargo management at Port Sudan office (ACTED archive documents (Hard copies/Any equipment’s transfers within the mission bases/ Cargo management Port Sudan, Nairobi office)
• Planning movements and scheduling drivers.
• Update TRA-00.1 Vehicle Distance Check for ACTED Country office including Area offices. 
• Conduct a monthly review of logbooks ensuring (a) Logbooks are properly updated per SOPs (b) Cross check the movements with the TRA-00.1 Distance check and report to CLM if any movement’s noticed are not aligned with the movement plan
• Monitor monthly fuel consumption and rental expenditure.
• Arrange regular preventative maintenance according to the manufacturer’s recommendations (Regular service check for ACTED owned vehicles).
• Ensure ACTED driver’s conduct’s daily check of the vehicle and update the checklist with maintenance issues reported on daily basis. No vehicles are allowed to be driven having major mechanical faults. 
• Prepare Motorized Asset Maintenance Checklist (form TRA-04) and Maintenance Order & Completion Forms (TRA-05) arrange maintenance, according to the vehicle’s warranty, terms of the rental contract, or with an approved garage.
• Prepare and check all documentation related to fleet management (fuel slips, logbook, OF and Purchase Order)
• The Logistics Assistant (Port Sudan) will then submit the original procurement file to the Finance Department, keeping copies on-file in Logistics server according to filing rules.
• Upon receiving an Order Form, preparing documentation to close advances (e.g. for payments made for car washing, airport parking, or other activities defined in General Memos for direct purchases under scenario A and as per scenarios PP.
• The Logistics Assistant (Port Sudan) will in addition create and maintain a folder for Motorized Assets Follow-Up (TRA-06) and update the report on a monthly basis sharing needed information to complete the carbon footprint report with his supervisors.
• The logistics Assistant (Port Sudan) will be the focal point for Motorized Asset’s Follow up (TRA-06) for reception from all area offices TRA-06 reports, conducting their review and submission of the consolidated version of TRA-06 for Sudan mission to country logistics Manager/Logistics Manager. 

1. Flights 

• Ensure Flight booking SOPs are implemented and respected by the staff across area offices/bases.  The SOPs include a) Flight booking SOPs b) TP Memo internal signature process via shared point C)   Payment tracking TPFU.
• Ensure flight tickets are booked within the due timeframe of 5 days including urgent request’s treatment on an ad-hoc basis. 
• TPFU:   Conduct a weekly review and ensure that flight tickets booked are reflected in the TPFU with the correct cost details. 
• 27_TP_Archives_Logs: Ensure that all approved TPs are archived in the shared Point folder per month.
• Weekly reconciliation checks with travel agents: Ensure that weekly reconciliation check is conducted with travel agents for the flights booked, payment paid and payment remaining to be paid on ACTED side. 

3. Stock:

1. Prepare Stock Reception Forms (STO-05) and Stock Cards (STO-01) upon receipt of deliveries to ACTED Port Sudan Office in Port Sudan, as well as Packing Lists (DEL-01), Waybills (DEL-02) and Stock-Exits (STO-03) as needed.
2. With the Logistics Officers, and/or stockkeeper he/she will carry out monthly Inventory and forecast bulk-stock requirements for stationery, kitchen supplies, and other office equipment.
3. Make sure to have an up-to-date Inventory report (STO-02) for all Supplies in the office.

4 . CAROOT:

1.  Overall Management for CAROOT Management for ACTED Sudan mission and be focal point for Capital/area offices starting 1st of March 2024. 
2. Collect and Archive all supporting documents per area office/base and archive them on shared Point CAROOT reporting dedicated folder. 
3. Follow up with area CAROOT logs focal points to ensure CAROOT report is updated within the HQ reporting deadline. 
4. Ensuring updating the online CAROOT reporting tool every 15th of Month, 2024. 

5. Premises Management 

1. Conduct physical inspection of ACTED GH/Office maintenance once every first week of the Month. 
2.  Prepare OF/BOQ and submit it for necessary maintenance works procurements to be carried out. 
3. Maintain and up-to-date guest house accommodation tracker for Port Sudan with fixed staff, react staff, visitors. Ensure new arrivals are allocated accommodation room prior to their arrival and communicated via email. 
4. Complaints Management: Ensure maintenance complaints reported through a dedicated established table is responded within 24 hours for minor fixtures and major fixtures within one week period of time depending on the level of maintenance work. 

4. Filing:

1. Create separate folders for each reporting document/per month in addition to file 100% of hard-copy documentation for each procurement.
2. For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in Port Sudan Office are electronically filed in the correct location on ACTED’s Logistics Server/Shared point dedicated folder. 
3. Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules from Acted Basses in Sudan.

5. Reporting requested in Summary.

1. Register 100% of new orders on Port Sudan Order Form follow up (PRO-10) and record the progress of each procurement until the completed file is transferred to Finance for payment. lead of the OFs managed and executed. 
2. Send the OFFU to Port Sudan logistics Officer on a weekly basis and when requested.
3. Preparing the Other Property Follow-Up (AST-06) each month for the office (Optional/need basis)
4. Preparing the Monthly Stock Inventory Report (STO-02) (Optional/need basis) 
5. Preparing the Transport Follow-Up (TRA-06) each month lead.
6. Preparing and updating the CAROOT report each month per Logistics TITANIC reporting deadline (Applicable from starting March, 2025). Lead Update the Supplier Database (PRO-03.1), When need and as per logistics officer request Per need

Nature of the Job.

Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice hours are variable depending on the needs of the project(s).  Working hours can range from 8am until 5pm, five days per week, can be on a shift or fixed pattern.  Working hours can extend before or after these hours if required in exceptional circumstances.

• Working days can include public holidays. Although no staff are required to work during this period the needs remain and flexibility is appreciated. In particular, the Logistics Officer may on occasion may on occasion work outside normal hours to support transport coordination (Sunday-Thursday, or occasional weekends with the prior approval of the Country Logistics Manager, HR Manager and Coordination).
• Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.

Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of the Program.  These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination.

• 100% of new orders on Port Sudan Order Form follow up (PRO-10).
• % of purchases completed within 3 weeks for A, B, C scenarios and FWA POs. 
• Number of weekly, monthly and ad-hoc logistics rep orts submitted on-time.
• Number of weekly, monthly and ad-hoc logistics reports up to date with zero discrepancies.
• Percentage of procurements, fleet, stock, communications, asset and reports documents are securely and accurately archived in soft and hard copy.
• 100% Policies & Processes implemented based on ACTED logistics Manual and instructions by (CLM/line manager).
• % Of suppliers registered in the database. 
• Monthly report submission per logistics TITANIC reporting deadlines. 
• As directed by CLM. At Least One mission each 6 months to the sub areas offices done with Clear ToR and achieved objectives against.

7. Key qualification requirements:

• Minimum 1 year of experience in logistics, procurement, operational supply chain management and coordination, preferably within the humanitarian/NGO sector. 
• University degree.
• Strong problem-solving and interpersonal skills.
• Ability to operate Microsoft Word, Excel, PowerPoint. 
• Flexible, self-motivated and able to work independently with a focus on improving internal systems and processes. 

Fluent English and Arabic (written and spoken

Please apply before November 11th on the Sudan Jobs website.