Department: Logistics
Position: Area Logistics Officer – South Sudan
Contract duration: 6 Months renewable
Location: Bor / Mingkaman / Maban, South Sudan
Starting Date ASAP
Position: Area Logistics Officer – South Sudan
Contract duration: 6 Months renewable
Location: Bor / Mingkaman / Maban, South Sudan
Starting Date ASAP
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.
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
Capital Office: Juba
National Staff: 266
International Staff: 50
Areas: 3
On-going programmes: 18
Budget: 16 M €In 2012, ACTED has undertaken an expansion of activities in South Sudan. A Juba level coordination office was opened in 2011, and in 2012 the capital office has expanded to provide additional support to our field offices that opened in Bentiu, Unity State, and Malakal, Upper Nile State. The rapidly changing situation in South Sudan over the past months has led ACTED to up-scale its emergency response capacities, while also continuing to provide basic services in the traditional areas of intervention.
Since January 2012, ACTED has been providing refugee and IDP assistance in Unity and Upper Nile states. In Maban County, this assistance has focused on the life-saving assistance to refugees from Blue Nile State, Sudan. ACTED as camp manager for Jamam refugee camp has strived to provide the basic needs for the population including shelter, waste management, livelihoods, and construction of community infrastructures.
Additionally, ACTED has responded to the new refugee influx in May with the provision of shelter and emergency latrines at transit sites while providing transportation assistance to refugees relocating to permanent settlements. In Unity state, ACTED has focused on the provision of livelihoods assistance to refugees in Nyeel and Pariang refugee camps.
ACTED also continues to build on its traditional areas of intervention, focusing on food security and livelihoods in Western Bahr el Ghazal and Warrap, and water, sanitation and hygiene in both states as well. Tonj North in Warrap was also a new area for ACTED where a Community Led Total Sanitation (CLTS) project is being implemented in the underserved area. All of these interventions continue to provide both basic and live-saving assistance to vulnerable populations throughout South Sudan.
National Staff: 266
International Staff: 50
Areas: 3
On-going programmes: 18
Budget: 16 M €In 2012, ACTED has undertaken an expansion of activities in South Sudan. A Juba level coordination office was opened in 2011, and in 2012 the capital office has expanded to provide additional support to our field offices that opened in Bentiu, Unity State, and Malakal, Upper Nile State. The rapidly changing situation in South Sudan over the past months has led ACTED to up-scale its emergency response capacities, while also continuing to provide basic services in the traditional areas of intervention.
Since January 2012, ACTED has been providing refugee and IDP assistance in Unity and Upper Nile states. In Maban County, this assistance has focused on the life-saving assistance to refugees from Blue Nile State, Sudan. ACTED as camp manager for Jamam refugee camp has strived to provide the basic needs for the population including shelter, waste management, livelihoods, and construction of community infrastructures.
Additionally, ACTED has responded to the new refugee influx in May with the provision of shelter and emergency latrines at transit sites while providing transportation assistance to refugees relocating to permanent settlements. In Unity state, ACTED has focused on the provision of livelihoods assistance to refugees in Nyeel and Pariang refugee camps.
ACTED also continues to build on its traditional areas of intervention, focusing on food security and livelihoods in Western Bahr el Ghazal and Warrap, and water, sanitation and hygiene in both states as well. Tonj North in Warrap was also a new area for ACTED where a Community Led Total Sanitation (CLTS) project is being implemented in the underserved area. All of these interventions continue to provide both basic and live-saving assistance to vulnerable populations throughout South Sudan.
III. Position Profile
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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;
Others
Making sure the procedures are respected and implemented
Defining of everyone’s responsibilities
Setting a real hierarchy in the department
Training of all expats on the Logs systems
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;
Others
Making sure the procedures are respected and implemented
Defining of everyone’s responsibilities
Setting a real hierarchy in the department
Training of all expats on the Logs systems
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;
Reliable reports
Systematic updates as soon as there is movement of materials
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;
Reliable reports
Systematic updates as soon as there is movement of materials
C. Management of the Vehicle Pool and Transportation
Management of the Vehicle Pool:
Organise 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 ;
Organise and oversee loading and unloading of goods;
Ensure administrative and custom requirements are adhered to;
Organise 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 ;
Organise and oversee loading and unloading of goods;
Ensure administrative and custom requirements are adhered to;
**D. Management of Technical Equipments
Management of the IT Network:**
Organise 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:
Organise the installation of communication equipment: telephones, HF and VHF radios;
Train staff in the use of such equipments;
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:
Organise the installation of equipment: generators, solar panels etc;
Train staff in the operation of such equipments;
Ensure regular maintenance and undertake a monthly inventory of equipment;
Organise 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:
Organise the installation of communication equipment: telephones, HF and VHF radios;
Train staff in the use of such equipments;
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:
Organise the installation of equipment: generators, solar panels etc;
Train staff in the operation of such equipments;
Ensure regular maintenance and undertake a monthly inventory of equipment;
E. Department Follow-up
Team leadership:
Update the organigramme 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;
Ensure a smooth and consistent communication between Maban and the support bases of Juba and Malakal - Centralisation of all communications in relation with logistics between Maban and the other bases
o Regular updates on the activities/ challenges/ needs to be sent to the team in Juba
o Centralization of all requests at Maban level
Update the organigramme 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;
Ensure a smooth and consistent communication between Maban and the support bases of Juba and Malakal - Centralisation of all communications in relation with logistics between Maban and the other bases
o Regular updates on the activities/ challenges/ needs to be sent to the team in Juba
o Centralization of all requests at Maban level
F. Security Setting-up a full security plan/ complete security procedures. Sensibilize the staff to the security issues.
IV. Qualifications: BA or MA Degree in Logistics
2 years of prior experience in Logistics
The ability and prior experience in project management including Human resources, logistics follow up, reporting,
Proven ability in strategic coordination with multiple and multilevel partners and stakeholders across the project areas
Willingness to work and live in often remote areas under basic conditions
2 years of prior experience in Logistics
The ability and prior experience in project management including Human resources, logistics follow up, reporting,
Proven ability in strategic coordination with multiple and multilevel partners and stakeholders across the project areas
Willingness to work and live in often remote areas under basic conditions
V. Conditions: Salary depending on the internal salary grid and according to profile selected
Benefits: 300US$ living allowance + flying tickets + accommodation + food allowance + health insurances and repatriation assistance
Benefits: 300US$ living allowance + flying tickets + accommodation + food allowance + health insurances and repatriation assistance
HOW TO APPLY:
Please send, in English, your cover letter, CV, and three references to jobs@acted.org
Ref : ALO/SSUD/SA
For more information, visit us at http://www.acted.org
Ref : ALO/SSUD/SA
For more information, visit us at http://www.acted.org
