Action Against Hunger

Logistics Officer (Supply Chain)

Action Against Hunger

Job Description

DESCRIPTION: The Logistics-officer" id="link" class="link">Logistics Officer Supply is responsible to process all the procurement related to the base. He/she will also oversee the warehouse management and support the distributions for the requesting departments Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage and deliveries) (30%) Responsible for Supervision of the program procurement process Enforcement of ACF and donor Logistics guidelines in all logistics procedures Obtaining necessary data for Project Procurement Plans and project proposals Establish framework contracts with appropriate suppliers according to the Kit Log V3.6 guidelines and under the supervision of the Log Manager Tasks Support Base Logistics Manager in preparing PPP and Supply Plans for Base Monitoring and updating the Supply Plans Organize the procurement planning with the Base Logistics Manager and Programs Anticipate the different markets and procedures to be respected according to ACF procedures as well for donors Identify all Framework Agreements that needs to be produced at Base Level to ease purchases and reactivity Make sure ACF logistical procedures are respected and supervise both clients and suppliers in the application of these procedures Controlling deliveries to bases and programs in terms of quantity and quality Informing the Admin of the forecasted expenses Ensure payments are submitted in timely manner to Finance Follow-up with Finance for payment release Ensure that PFU, SFU, Stock Reports, CFU are relevant Conduct market and supplier survey on regular basis. Where necessary support program managers in program related market assessments Ensure suppliers database is updated Objective 2: Procurement (20%) Responsible for Drawing up a planning of the monthly purchases according to supply plans Responsible to ensure ACF purchases in the best period, at the best price, in the required quality Tasks Drawing up a planning of the monthly purchases according to supply plans Review and validate the information filled in PRs (specification, delivery times, prices…), Cross-check the items on PR with stock availability before starting the procurement and provide feedback or request modifications if necessary Manage negotiated procurement and prepare all relevant documentation (preparing RFQ, collection of quotations, negotiation with suppliers, preparation of Assessment tables, agreement forms, SPO, contracts, etc) Provide support to Base Log Manager during the preparation of tenders Follow up contracts’ implementation Ensure compliance to the contract by Action Against Hunger and Contractor/ Supplier Objective 3: Stock management (15%) Responsible for Guaranteeing that the procedures and instructions of stock management are followed Ensuring regular inventory of the stock (monthly and randomly) Ensuring that the stores are hygienic, clean and ventilated Drawing up a monthly inventory Ensuring that the deliveries are done according to the request Tasks Ensure that all goods are stored and packed safely and securely Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items Ensure that the warehouse is in optimal conditions (cleaning and maintenance) Check the accuracy and filing of all storage documents Check the registration of each item going in and out in the respect of ACF procedures and FIFO LIFO guidelines Ensure physical inventories are done on a regular basis and crosscheck the physical inventories reports done by the Warehouse Officer Update and consolidate the global stock report, by computer (all stock reports in a report) Perform regular random checks across the various documents (PR, invoices, stock cards, delivery notes, physical inventory reports, …) Review the SFU and coordinate with the programs regarding expiry dates and timely disposal. Objective 4: Team management (15%) Responsible for Develop work plan in collaboration with the Base Logistics Manager Control the planning of the Supply logistics team at base level Delegate the activities and check that they are properly executed Organize training sessions Carry out appraisal interviews Tasks Develop monthly and weekly work plans in collaboration with the Base Logistics Manager Managing planning operations, task sharing and Coordination of work Monitor the work of the team to ensure good performance Organizing and leading team meetings Taking part in the recruitment of his/her teams Providing for evaluation interviews for team members Providing Technical Support to the teams Identify training needs Build the capacity of the team Ensure the respect of HR rules and policies Managing difficulties in the team Objective 5: Reporting & Coordination (15%) Responsible for Providing reports on monthly basis and upon request Ensuring proper achieving of supply chain documentations Ensuring there is communication between supply team and programs Tasks Participate in weekly procurement meetings with Programs and/ or Base Admin to coordinate future needs, provide update regarding supply and prepare procurement planning accordingly Provide a regular reporting on operational logistics activities to the Base Log Manager (weekly Sit-rep, Monthly Log Reports – PFU, SFU, CFU, Stock Report) Share the PFU, SFU with Base Log Manager and Program Managers on a weekly basis Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on the NAS) and in hard copy in the archiving room Monitor the scanning of the documentation and the proper archiving on the NAS/NHF and in the cabinets on a regular basis Provide purchase dossier for any audit purpose Deliver Hard copies of the Purchase Dossiers to the capital on monthly basis if required Objective 6: Other Miscellaneous Responsibilities (5%) Tasks Respect of ACF Charter and internal rules Respect ACF Security-policies" id="link" class="link">Security Policies Be committed to participate to any other work in order to achieve the project goal Promote Gender Equality within the humanitarian and/or development work Any other work duties assigned by Base Logistic Manager within scope of logistic issues
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