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Description: 

The 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

 

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

 

 

5.   KEY INTERNAL DOCUMENTS FOR THE POSITION PROPER PERFORMANCE

   

 

  • Kitlogv3
  • Internal Regulations
  • Action Against Hunger Code of Conduct including Principles
  • Feedback Mechanism
  • Security plan
  • Confidentiality agreement
Expired
Last modified: 
09 Jul, 2020
Intervention Sector(s):
Business & Economic Policy, Relief Services
Application Deadline:
Friday, 24 July 2020
Contract Type:
Full Time
Period of Employment:
12 Months
Salary
as per AAH's salary scale
Salary Range:
1200 to 1500 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
University degree preferred on Business Administration, Logistics, Industrial Engineering or related
Experience Requirements:
2 to 3 years
Arabic Language:
Fluent
English Language:
Fluent
French Language:
None
Country/City: 
  • Lebanon
randomness