You will be in charge of

1.Ensure timely, cost efficient & transparent supply chain management in the area (taking into account logistics activities in the area as a support to other areas if any):

Procurement:

• Ensure that ACTED procurement guidelines are applied in the area at all times;
• Maintain a local supplier database up-to-date & build a strategic view of sourcing in the area;
• Support the design of budgets by checking main unit prices as well as maintaining an up-to-date knowledge of running costs;
• Ensure the development of the procurement plan for every project, in close coordination with the CLM, taking into consideration project constraints, donors & ACTED procurement guidelines, and any other specifics;
• 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 Area Coordinator and the CLM promptly, and during Weekly area meetings;
• Ensure the timely implementation of procurements in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations. Amend procurement plans if needed and submit them to the CLM approval;
• Anticipate & request waivers to the CLM according to the project chronogram to meet operational deadlines;
• Help drafting calls for tenders when needed (in coordination with Project Managers), follow-up selection & contract signature according to level of authorizations;
• Maintain framework contracts for running supplies/services/works in alignment with ACTED procurement guidelines;
• Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.;
• 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.;
• Ensure the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.)

Stocks & deliveries:

• 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;
• Ensure premises are furnished, made secure for use, and maintained;
• Ensure goods transportation means are secured such as rental trucks, air cargo, etc.;
• Follow-up deliveries based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue;
• Anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.;
• Manage an efficient planning for deliveries to the project teams, and maintain a regular information toward Project Managers about their stock levels & expected lead-times;
• Ensure that ACTED stocks & delivery guidelines are applied in the area at all times;
• Maintain and disseminate a monthly stock report for every project;
• Handle periodic inventories, and clear stock discrepancies in a documented manner;
• Ensure the exhaustion of stocks before the project ending dates and provide projects final stock reports to the CLM as per donors’ guidelines;
• Ensure the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);

Traceability:

• Implement an up-to-date order follow-up registering all orders launched or managed in the area, and their current status; disseminate the tool to all operational managers;
• Ensure that quantity & quality is checked at every step of the supply chain;
• Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items;

2.Ensure timely, cost efficient & transparent transversal logistical management in the area (taking into account logistics activities in the area as a support to other areas if any):

Fleet & transportation management:

• Anticipate vehicles allocations, purchase or rental based on program & transversal needs in the area;
• Liaise with the CLM and Area Coordinator to anticipate budgets accordingly;
• Maintain efficient monthly, weekly & daily planning & movements follow-up tools;
• Ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.;
• Ensure that all vehicles in use are insured;
• Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy (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.;
• Ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
• Maintain a monthly physical inventory of fleet, and update related tools accordingly;
• 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 Area Coordinator during Weekly Area Meetings, and to the CLM in the logistics TITANIC reports;
• Identify 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.;
• Coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM;
• Organise and oversee loading and unloading of goods;
• Ensure administrative requirements toward customs and any other local authority when transporting goods/staff;
• Organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
• Ensure the efficient & exhaustive circulation, filing & archiving of fleet & transportation, documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.)

Fuel management

• Manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any;
• Ensure minimum fuel quality requirements;
• Ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.;
• Maintain appropriate storage facilities for fuel, as per security & safety guidelines;
• Maintain a monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented;
• Ensure the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.);

Asset management

• Anticipate assets allocations, purchase or rental based on program & transversal needs in the area;
• Liaise with CLM and Area Coordinator to anticipate budgets accordingly;
• Ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.;
• 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;
• Organize monthly and random asset inventories in the area to check the monthly asset follow-up reliability, and take any corrective action needed;
• Review & implement an efficient maintenance strategy in the area in alignment of the country 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.;
• Organize regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
• Ensure the transfer or donation of assets before project ending dates, and provide projects final asset reports to the CLM as per donors’ guidelines;
• Ensure the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.);