Country Logistics Manager in an NGO – based in Amman, Jordan (to work on our Syrian mission)
ACTED
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Country Logistics Manager in an NGO – based in Amman, Jordan (to work on our Syrian mission)

  • Fixed-term Position (12 months)
  • Amman (Jordan)
  • Published on August 4 2020
This job is no longer available. Back to the jobs list.

ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 37 countries and implements more than 500 projects a year reaching over 14 million beneficiaries.

ACTED Syria

Since 2012, ACTED has been implementing projects with vulnerable communities in Syria with a two-fold approach: ACTED provides life-saving support to vulnerable displaced persons, returnees, and host communities across Syria, through multi-sectorial rapid emergency services, and implements a wide range of resilience building interventions. Thus, ACTED has been able to strengthen its links with Syrian local communities and to develop an in-depth knowledge of local dynamics. A team of 900+ is currently working in Syria.

You will be in charge of

1.Supply chain management

  • Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.
  • For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines.
  • Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.
  • Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion; the Senior CLM is in particular arranging Procurement Committee sessions.
  • Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.
  • Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.

 

  • Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country
  • Identify & settle warehouses/storage space based on needs.
  • Ensure goods transportation means are secured as per needs.
  • Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.
  • Maintain a regular information across teams about stock levels & expected lead-times.
  • Manage periodic inventories, stock clearance and investigations over discrepancies.

 

2.Transversal logistical management

  • Fleet & transportation: Deploy efficient transportation means across the country
  • Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.
  • Maintain efficient monthly, weekly & daily planning & movements follow-up tools.
  • Identify reliable external transportation companies.
  • Control & optimize fleet costs.
  • Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).
  • Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff.
  • Organize regular drivers training and refreshers.

 

  • Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements.

 

  • Asset: Deploy an efficient asset allocation & maintenance plan across the country
  • Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;
  • Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.
  • Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.
  • Manage asset maintenance plans, control & optimize related costs.
  • Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);
  • Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.

 

  • Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach
  • Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.
  • Coordinate monthly inventories of other goods.
  • Ensure that security & safety guidelines are applied in premises.

 

  • Communications & IT managementDeploy an efficient IT plan across the country based on ACTED global standards.
  • Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.
  • Control & optimize communication & IT costs.
  • Ensure administrative requirements are met toward local authorities for communication means in use.
  • Ensure monthly data back-up (server, computers local data, emails, etc.).
  • Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.
  • Organize IT staff regular training & refreshers.

3.Compliance & transparency

  • Ensure ACTED logistics manual is applied across the country and donors’ specific requirements for logistics & procurement are met.
  • Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.
  • Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.
  • Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.
  • Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. across workshops or field visits.
  • Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country.
  • Follow-up & update internal & external audit report for logistics.
  • Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.

4.Leadership

  • Update the organigram of the logistics department according to the mission development;
  • Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;
  • Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).
  • Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.
  • Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)
  • Actively participate in country level coordination meetings by reporting on progress, and risks.
  • Contribute to donor proposals, budgets and reports.
  • Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Expected skills and qualifications

  • At least 2-3 years of working experience in insecure environments
  • Extensive experience in logistics and/or security management and procedures;
  • Demonstrated communication and organizational skills;
  • Ability to train, mobilize, and manage both international and national staff
  • Flexibility and ability to multi-task under pressure;
  • Ability to work well in unstable and frequently changing security environments;
  • Proven ability to work creatively and independently both in the field and in the office;
  • Advanced proficiency in written and spoken English

Conditions

  • Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
  • Living allowance of 300 USD
  • Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
  • Flight tickets in and out + Visa taken in charge by ACTED
  • Provision of medical and repatriation insurances