Disclaimer: The position is advertised for emergency roster pool generation only. shortlisted candidates will be kept in the pool and will be contacted for the role in case of any emergency project. Management will update the list every three months.

Relevant Experience: Bachelor's degree in Logistics, Business, Engineering or other related field with minimum 1 to 2 years of experience

Position Objective: The incumbent will be responsible to support project activities in terms of procurement, logistics, asset management, and event management. The Logistics Assistant will ensure to Support Base Logistics Officer in overall logistics Management at base level, in term of planning, technical support to the team on chain management, warehouse management, fleet management, equipment/inventory management, ICT management and implementation of projects framework under logistics domain and lesion with partners related to logistics matters.

Job Description:

Mission 1: Contribute to the definition of mission strategy:

 The Logistics Assistant is responsible for:

• Support Log officer in developing a logistics strategy for the mission
• Support in making logistics data available to other departments to facilitate the establishment of the country strategy
• Support Log Officer in producing high quality and timely logistics contributions to "proposals" and reports for funding bodies

Task examples:

• Contributing a logistics perspective to coordination team
• Support other departments on their logistics requirements
• Collecting/Assist in data and preparing the logistics sections of "proposals" and reports to funding bodies, Assisting to the financing plan 

Mission 2: Coordinate logistics at base level:

The Logistics Assistant is responsible for:

• Assist in implementing ACF logistics regulations at base level and ensuring compliance with them
• the quality of the logistics service provided throughout the base/mission
• Support and enhancing logistical activities at base level
• Support in anticipating and flagging up logistics-related risks
• To Support ensuring overall internal controls for optimal procurement, property management, supplies management and equipment management
• Assist/Ensuring That the non-logistics staff, particularly budget holders, are aware of the procedures and best practices
• To Assist & ensure safety standards including electrical standards are maintained at all bases across the province

Task examples

• Laying down logistical standards at all base accordance with ACF guidelines, national regulations and donor compliance
• Devising a technical and geographical strategy for supplies (local purchases, stock and transport)
• Assisting the implementation of a supplies strategy and sanctioning its stages according to ACF procedures (validating procurement requests as per approved Authorization Signature Form)
• Assisting the management of equipment with the support of Log Officer &  : allocation, transfer between bases, amortisation
• To Assist in the sound conduct of audits and pre-audits of all projects at provincial level
• Ensuring to Assist the implementation of an archiving system conforming to ACF logistics guidelines
• Maintaining a network with local input, exchanging good practice
• To Support in Regular capacity building/ induction of non-logistics & partner staff
• Ensure proper filling of forms & formats as per desired standard.
• Plan and maintain logistical support for ACF Base & field operations
• Ensure availability office supplies and consumables.
• Supervises and oversee food items, non-food items, medical supplies, and equipment related to the projects of ACF.
• Coordinate with suppliers and transport agents to ensure goods are received in the correct quantity and in good condition
• To ensure that logistics work in the Base/field locations are carried out in coordination with logistics and other field locations.
• Close coordination with line manager for effective implementation of project activities.
• Establishing domestic arrangements for operational teams, including renovating   accommodation, and making arrangements for other domestic needs, travel arrangements etc.
• Timely reporting and handling of maintenance and repair of all office equipments, building and furniture, fixtures, vehicles.
•  Supervision of support staff and admin department
•  Ensuring proper travel arrangements for all staff and guests between different offices
• Supervision of arrangements of seminars, conferences and interviews.
• Supply and deliver equipment and materials to required destinations in an efficient and cost effective manner.
• Assist in Providing capacity building support to partners to ensure that they compliant with our minimum standards and any donor requirements across all aspects of function management including management of fraud cases

Task examples:

• Assist Regular spot checks of partners
• Assist Log Officer & Field Coordinator on Guideline of clear regulations for partners
• Assist Log Officer & Field Coordinator on Due diligence of partners for function
• Assist Log Officer & Field Coordinator Development of due diligence requirements

Mission 3: Administrative oversight of IT function at base level:

The Logistics Assistant is responsible for:

• Ensure an ICT strategy is in place, and that correct management of ICT equipment and contracts is in place

Task examples:

• Support in Regular follow up on compliance of ICT with the support of ICT Manager &  Log Officer
• Ensuring internet and equipment is sufficient to enable staff performance

Mission 4: Prevent and manage fraud and corruption at base level

The Logistics Assistant is responsible for:

• To assist identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms
• making his/her team aware of the risks of fraud and corruption
• alerting the Country Director to cases of fraud and corruption and undertaking  corrective action
• putting in place and monitoring recommendations arising from the day-to-day control and audits

Mission 5: Supporting oversight of digital and physical archives

The Logistics Assistant is responsible for:

• Overseeing a plan for handling and storing archives of all projects in hard form;
• Assist Log Log to ensure definition of the digital archive organisation on NHF and the server.

Mission 6: Ensure compliance with ACFs gender equality, child protection sensitivity and Safeguarding policies
This position is responsible for:

• Read and ensure a full understanding of ACFs Gender, Child Protection and other safeguarding policies  
• Implement all work related activities with a gender, inclusion and child protection lens
• Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability

Specific skills needed to perform the function:

• Strong project management skills
• Substantial experience in Humanitarian responses
• Excellent coordination and interpersonal skills
• Able to analyze and summarize complex technical  and contextual information
• Fluent in English, reading writing and speaking. Fluency in local language of the program implementation area will be preferred
• Excellent computer skills
• Team management skills
• Ability to handle stress and pressure

This Job Description may evolve according to the needs of the mission and in view of the ever changing scope of your designation.