Country Logistic Officer – Tunisia & Libya

I. Background on 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 kilometer: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

With a budget of 164 million EUR in 2014, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 8 million beneficiaries with 400 international staff and 4,300 national staff.

II. Country Profile

Our team in Tunisia manages our operations based in Libya.

ACTED has been programming in Libya since March 2011. Initially focusing on responding to the humanitarian crisis in the wake of the conflict, ACTED set-up offices across the country, providing vital humanitarian assistance to displaced and vulnerable populations. Furthermore, during this period ACTED utilized its assessment and mapping capabilities to help coordinate and provide information for the humanitarian response and reconstruction of the country. Since January 2012, and building on the strong networks developed during the emergency response, ACTED started to work on post-conflict projects, particularly focusing of support to the nascent Libyan civil society. In January ACTED began a two-year program, funded by the European Union, focusing on support to civil society organizations in Libya.

III. Position Profile

The Country Logistics Officer is responsible for logistical management, maintenance and state of equipment, and the management of goods and assets of ACTED in-base.
He/She ensures that national legislation is adhered to, and that the country specific standards and rules are applied in the aim of protecting ACTED interests and ensuring efficient use of resources.
Under the direct supervision of the Country Director, key responsibilities include:

A) Logistical Management

• Logistical management of Mission premises:

Oversee the furnishings of premises (offices and guesthouses);

Supervise maintenance and repairs of premises; - Provision and replenishing of office supplies:

Identify needs in stationery and office supplies;

Establish a follow-up procedure for the stationery store;

Undertake purchases and storage of supplies; - Financial Management:

Manage the expenses for the logistical department;

Provide documentary justification of expenses to the Country Finance Department;

B) Procurement, Stock Management and Suppliers

• Database of Local Suppliers:

Undertake a market study;

Set up and maintain a database of local suppliers, detailing criteria of quality, price, service, ethics etc; - Follow up of Procurement Procedures, conforming to procurement guidelines

Undertake quotations or launch Calls for Tender;

Purchase goods, draft contracts;

Receive merchandise and oversee the customs procedures for imported goods;

Check the condition and nature of goods received as required by the contracts;

Manage the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures; - Management of Stocks and Supplies:

Identify warehouses for storages, ensure premises are furnished and made secure for use;

Establish tools for stock management;

Undertake periodic inventories;

Manage stock movements and distributions of goods in the framework of project implementation;

C) Management of the Vehicle Pool and Transportation

• Management of the Vehicle Pool:

Organize the allocation and daily availability of vehicles;

Establish tools for vehicles follow-up: log books, technical check-ups etc.

Ensure the maintenance of and undertake a monthly inventory of the vehicle pool;

Calculate and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the CFO; - Transportation management:

Identify companies for the transportation of stock;

Elaborate and follow a timetable of stock delivery for projects;

Complete and file waybills;

Organize and oversee loading and unloading of goods;

Ensure administrative and custom requirements are adhered to;

D) Management of Technical Equipment

• Management of the IT Network:

Organize the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems);

Identify suppliers of Internet access and negotiate service contracts;

Ensure back-ups of information and files are kept on the server;

Ensure the maintenance and undertake a regular inventory of IT equipment; - Management of Communication equipment:

Organize the installation of communication equipment: telephones, HF and VHF radios;

Train staff in the use of such equipment;

Ensure the maintenance and undertake a monthly inventory of communication equipment;

Calculate and check the monthly communication cost of each base (telephones, e-mail, Internet), in coordination with the CFO - Management of Power supplies equipment:

Organize the installation of equipment: generators, solar panels etc. Train staff in the operation of such equipment
Ensure regular maintenance and undertake a monthly inventory of equipment

E) Department Follow-up

• Team leadership:
  Update the organigram and ToRs of the logistics department according to the mission development
  Oversee the team and undertake appraisals of directly supervised colleagues
  Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department
• Internal Procedures and Information Flows;
  Develop relevant management procedures within the team

Improve information flows within the department and with other departments and projects

IV. Qualifications

• At least 1 year of working experience in insecure environments; preferably in Africa, Asia, or the Middle East
• 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

• Willingness to work and live in often remote areas under basic conditions

• Proven ability to work creatively and independently both in the field and in the office
• Advanced proficiency in written and spoken English

• Knowledge of local language and/or regional experience highly desirable

V. Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organization’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance + retirement package

HOW TO APPLY:

Please send, in English, your cover letter and CV to

Ref : CLO/TUN/SA