Senior Logistics Officer (Covering Maternity only 6 months Duration)

Job Description

Job PurposeUnder the supervision of the Country Logistic Manager, the Senior Logistics Officer is responsible for overall supervision of the Logistic function (including Assets, Fleet, Procurement, Staff, and Stock Management) for a designated operational Area in ACTEDs Regional Office.He/she will be responsible for coordinating, following up, and reporting to Coordination and Project Managers on the full procurement cycle, in line with ACTED?s Logistics Manual and category- and Area-specific SOPs.He/she will ensure all procurement plans are up-to-date and authorized, maintain the supplier databases (incollaboration with logistics staff in Jordan), and ensure that 100% of suppliers (under all Procurement Scenarios with particular reference to Scenario D, E, and F) are subject to anti-terrorism screening prior to contracting.In addition, he/she will line manage junior Procurement staff in the designated Area and provide technical support to the Area Logistics Managers in-country.ObjectivesEnsure timely, cost-effective and context-appropriate procurement service levels.Ensure compliance to ACTED & donors? procedures in all logistics operations under his/her responsibility, at the Area-level, and actively promote logistics procedures.Support effective and context-appropriate Transversal Logistics Management.Ensure all staff involved in Logistics are fully trained on the following, that procedures are correctly followed at all levels of the mission (as delegated by the CLM), and that problems are documented and followed-up against an agreed action plan:-ACTED?s Logistics Manual, including Procurement, Assets, Property, Fleet, Stock, and Telecommunications.-Specific adaptions for the emergency context.-Specific adaptions for procurement categories.Provide structured Logistics support on all Logistics technical areas and cross-cutting issues to Logistics staff, including regular Skype meetings, and ad hoc Logistics support to junior staff (Assistants/Officers) in Amman.DUTIES & RESPONSIBILITIES1. Management and Technical Support

• Direct line-management of Amman-based Procurement Assistants in ACTED?s Regional Office.
• Support the professional development of direct reports through regular (at least monthly) objective setting in one-to-one meetings, identifying relevant on-the-job and external training opportunities, and performance appraisal in-line with ACTED?s HR Manual.
• Prepare recruitment requests, TORs, and tests, and conduct interviews, in coordination with the Country Logistics Manager and HR Department.
• Advise in-country teams on procurement activities, in-line with ACTED?s Logistics Manual and category- and Area-specific SOPs.
• Represent the Logistics function at the Operations Meetings (weekly).

2. ProcurementPro-active follow-up on Procurement Plans, to ensure that 100% of procurement conforms to ACTED?s Logistics Manual, or follows a procedure defined in a fully approved Waiver.Create Procurement Plans as delegated by the Country Logistics Manager.Review Order Forms for procurement, requesting clarifications from Program if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g. Scope of Works, Technical Criteria, or Terms of Reference) has been provided.Coordinate with Area Logistics Managers to determine estimated Contract value and allocate activities according to SOPs and authorization levels.Prepare Tender documents and/or Voucher System documents, according to the Procurement Scenario (ensuring approval from HQ for Scenario E procurement and FWAs).The timeframe for producing a request for quotation is dependent on the urgency and complexity of the order but should normally be between two days and six days.Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing.Actively follow-up on ongoing Tenders, and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions.Analyze quotations using the Procurement Memo (PM) 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.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.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.Coordinate with Area Logistics Managers to register 100% of new suppliers on the ACTED Supplier Database, ensure that 100% of suppliers have undergone anti-terrorism screening, prepare screening requests for procurement under his/her responsibility.3. Category Management ? Direct and IndirectSupport in the preparation of Tender documents for Framework Agreements.Manage ACTED?s relationship with Framework Suppliers, including drafting official communications (e.g. contract extensions/termination, warning letters, etc.) for the Country Logistics Manager?s approval.Develop Category Management procedures for designated direct and indirect spend, as delegated by the Country Logistics Manager.4. Filing

• Create separate folders for each reporting documents and file 100% of hard-copy documentation for each procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED?s database.
• For procurement under his/her direct responsibility, check that 100% of documentation received from Area-level is correctly signed, dated, and filed on ACTED?s database according to agreed norms.
• Carry out regular (at least weekly) spot-checks on Procurement Assistants? filing practices, and take remedial action where necessary.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.

6. Reporting

• Register 100% of new orders on the Capital Order Form Follow-Up (OFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Send the OFFU to the Area Logistics Team and Country Logistics Manager each Thursday.
• Cross-check the Order Follow Up against the Contract Follow-Up (CFU) from Finance, field-level trackers, and known priorities.
• Assist in preparing, analyzing and feedback on monthly Logistics TITANIC reports (asset register, property follow-up, communications report, stock movement report, and transport follow-up.

7. ITC, Assets, Property, and FleetThe Senior Logistics Officer provides advice and support to Logistics staff involved in the management of ITC, assets, property, and fleet.Active follow-up on asset management, in particular transfer of ownership between ACTED offices and between ACTED and REACH.Assisting with monthly stock counts and inventory follow-up (including regular spot-checks).Delivery follow-up, including preparing and/or checking waybills, reception vouchers, and packing lists.Key Performance Indicators% average order processing lead-time for procurement under his direct responsibility meets or improves on the timelines agreed between Logistics and Finance.% of supplier on-time in-full delivery against the terms of the contract for procurement under his direct responsibility.% of delivery on-time in-full against the deadline on the OF for procurement under his/her direct responsibility.General conclusion of internal audit reports on assigned Logistics aspects100% of assigned procurement in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver.100% of procurement over $10,000.00 USD (i.e. Reinforced Scenario C, D, & E) in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver at the Area level (Area-level).General CLM and HQ feedback on the Area TITANIC.% month-on-month errors on AST-05 and STO-02 (after review) (Area-level).% conformance of TRA-06 to vehicle rental contracts and % errors between TRA-06 and vehicle logbooks (Area-level).% completion of Carbon Footprint Report (Area-level).Number of trainings delivered.% of staff involved in Logistics for the Area having completed a comprehensive ACTED Logistics training. Peer, employee and management feedback at the next performance appraisal.

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