Logistics Assistant Job at ACTED

• Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst taking into account that quality of the goods must remain within ACTED standards.
• Receives OFs for local purchases done on capital level from the concerned requester after authorization and update Order Form follow up (PRO-10).
• For ready-signed Framework agreement, to issue Purchases Orders (PRO-04) and prepare them for approval and execution.
• Requests price quotations from various suppliers for preparation according to the lead time communicated via his/her supervisor.
• Analyze quotations using the Procurement Memos (PRO-08) to ensure ACTED obtains the best possible value for money. The time-frame for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days.
• Submits selection to the Logistics Officer for approval according to the financial rules of the Delegation to the Purchaser.
• Prepare contracts based on fair and transparent negotiations with suppliers. The time-frame for producing a contract should be no more than one or two days.
• Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment. Payment should take no more than one or two days upon receiving an invoice.
• Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt.
• Upon request and in exceptional circumstances handles petty cash purchases upon requests.
• Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management.
• Prepare and draft Tender documents, according to the Procurement Scenario and as per requested by his line manager.
• Support in the execution of quality check with requester as per his/her line manger directions.
• Create separate folders for each reporting documents/per month in addition to file 100% of hard-copy documentation for each procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s Logistics Server.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules from Acted Basses in HoA.

Skills and Experience Required:

• Prior 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).