Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill Senior Logistics Officer position in Addis Ababa, Ethiopia.

The Senior Country Logistics Officer assist the Country Logistics Manager for supply chain management intended to program implementation in country, as well as for logistical transversal management such as fleet, fuel, premises, assets & communication management. S/He should ensure compliance of all logistics operations under his/her responsibility with ACTED logistics & donors’ procedures, best practices & national regulations, with an emphasis given to the value for money principle. He/She will also provide technical support and capacity building to the logistics staff in country.

The Senior Country Logistics Officer may also replace the CLM in his/her absence

DUTIES & RESPONSABILITIES 1. Contribute to timely, cost efficient & transparent supply chain management in country :1.1 Procurement· Ensure that ACTED procurement guidelines are applied at all times for all procurements assigned by the CLM;· Contribute to maintain the national supplier database up-to-date & to 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;· Contribute to 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. · Contribute to 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 CLM promptly.· Ensure the timely implementation of procurements under his/her responsibility 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.· Contribute to 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.· Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);1.2 Stocks & deliveries· Contribute to 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; · Contribute to ensure goods transportation means are secured such as rental trucks, air cargo, etc.· Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue. · Contribute to anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.· Support efficient planning for deliveries to the project teams, and Contribute to 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 ;· Contribute to maintain and disseminate a monthly stock report for every project;· Handle periodic inventories, and clear stock discrepancies in a documented manner;· Contribute to ensure the exhaustion of stocks before the project ending dates and to provide projects final stock reports to the CLM as per donors’ guidelines;· Support 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.).1.3 Traceability· Contribute to the up-to-date order follow-up and to disseminate the tool to all operational managers.· Support the quantity & quality check 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. Contribute to ensure timely, cost efficient & transparent transversal logistical management in country2.1 Fleet & transportation management· Support vehicles allocations, purchase or rental based on program & transversal needs in country;· Support efficient monthly, weekly & daily planning & movements follow-up tools;· Contribute to ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.· Contribute to review & implement an efficient maintenance strategy in country (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.· Contribute to ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;· Support the monthly physical inventory of fleet, and update related tools accordingly;· Contribute to 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 the CLM.· Support the identification of 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.· Contribute to coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM· Support loading and unloading of goods;· Support administrative requirements toward customs and any other local authority when transporting goods/staff;· Contribute to organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);· Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).2.2 Fuel management· Contribute to manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any. · Support minimum fuel quality requirements;· Contribute to ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.· Support the maintenance of appropriate storage facilities for fuel, as per security & safety guidelines;· Contribute to the monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented.· Support the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).2.3 Asset management· Support assets allocations, purchase or rental based on program & transversal needs in country;· Contribute to ensure that ACTED asset management guidelines are applied in the area at all times:registration cards, monthly asset follow-up, etc.· Contribute to 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.· Support monthly and random asset inventories to check the monthly asset follow-up reliability, and take any corrective action needed;· Contribute to review & implement an efficient 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.· Contribute to regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);· Support the transfer or donation of assets before project ending dates, and the projects final asset reports for the CLM as per donors’ guidelines;· Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).2.4 Premises management· Support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM.· Contribute to upgrade of each premises up to ACTED standards;· Contribute to ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.· Support preventive & corrective maintenance or works of premises;· Contribute to maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);· Contribute to ensure that security & safety guidelines are applied in every premises;· Support the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)2.5 Communications & IT management· Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in country; · Contribute to ensure that ACTED communication & IT management guidelines are applied in the area;· Contribute to maintain a monthly communication costs follow-up; investigate and solve major overcosts; report major increases in communication costs to the CLM.· Support the fulfilment of administrative requirements toward local authorities for communication means in use; · Contribute to define & implement the IT plan in country: handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in

Job Requirements

Skills and Experience Required.

At least Five Years' experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset.
Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar. Experience or knowledge of one or more of the following areas would be an additional asset: agriculture, construction, food supply, inventory and property management, technology, transport, water, sanitation and hygiene services.
Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
Diligent, dedicated, and able to see complex procedures through to completion.
Able to communicate complex information clearly, with excellent interpersonal skills.
Self-motivated, able to work independently or as part of a team.
Fluent written and spoken English.
Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).

How to Apply

Application Procedure:

Submit your applications accompanied by detailed CV and cover letter as a single document via email: ethiopia.jobs@acted.org with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to ethiopia.jobs@acted.org and received on or before 5.00PM on 10th October 2022 with the subject line “Senior Logistics Officer, Addis Ababa - Ethiopia”

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that only the shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.