Logistic Assistant

adherence with Acted’s greening policy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

adherence with Acted’s pseah policy:

• The logistics assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The logistics assistant has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. The logistics assistant carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteersMonitoring shipments, costs, timelines, and productivity.
• Making sure that all shipment and inventory-related issues are resolved.
• Maintaining timeliness and productivity while keeping an eye on the shipments and costs.
• Ensure all commercial invoices and packing lists are created according to the Proforma Invoice.

Job Purpose

The Logistics Assistant is managed by the logistics officer.

He/she (hereafter referred to as he) is responsible for the supply chain management (including procurement, delivery management, stock management), as well as Support the supply chain operations (including Premises management, Transportation management, assets management, IT management) in line with ACTED Logistics guidelines.

Duties and Responsibilities

• Procurements:

The Logistic assistant is in charge of all procurements for Acted and their key responsibilities listed but not limited to the below:

- To ensure to respect ACTED procurement procedures and manual for each purchase.

- To receive Order form/ Purchase Request – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance.

- Organize the quotation collection according to Acted processes.

-To prepare procurement memo, contracts, purchase orders based on fair and transparent selection with suppliers/contractors. Organize when needed technical checks with the requesters.

- To follow with program managers on weekly basis OFFU (Order for follow up)

- To follow with Finance on monthly basis contract follow up (CFU) to ensure all procurement contracts under scenarios are registered and recorded 

- Organize, with the Finance and Program team, the collection of all required documentation to submit closed procurement files for payment.

- Update the Suppliers Database as per ACTED process. registering new suppliers when possible. 

• Delivery Management

- Communicate with suppliers and requesters to arrange deliveries or work/services planning once a contract is signed.

- Regularly check delivery deadlines which were set by the requesters and report potential delays directly to the line manager and through logistics team communication tools (meetings and update of the Order Form Follow-Up).

- To ensure all procurement has been followed by delivery follow-up (waybills, reception vouchers and packing list).

- To follow with field to send the signed waybill, reception vouchers and packing list after delivery.

- To attach and file each delivery form (waybill, reception voucher and packing list) with each relevant purchase document in designated folder.

- To ensure the received quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF).

• Stock Management

- Ensure all commodities and goods are well organized in the stock by project/program

- Ensure all commodities and goods have stock cards and are registered in the Stock Report.

- Ensure all commodities for stock commodities IN/OUT have “Stock Request” form, “Waybill or Reception Voucher” and properly recorded in “Stock Cards” and “Stock Report”.

- Ensure the tidiness and well protection of goods/commodities in stock and monthly stock inspection form is filled in by (non-logistic member) regularly.

- Ensure the safety and security of stock/Warehouse and ACTED commodities/goods within stock; - check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.).

• Premises Management

- support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the Logistics Officer.

- Coordinate with the Handyman to ensure the maintenance in all the Guesthouses as well as all Acted offices.

• Asset management:

- The logistics assistant is in charge of support the assets management in Acted Jordan,  

- To receive, tag and register all new assets across the mission

- Follow-up with both purchasing and finance to complete all relevant documents for compliance purposes

- Conduct periodic spot checks to ensure accuracy of the inventory

- Maintain assets in good working order and to follow-up on the repair/ replacement of assets

- Conduct periodic inventory controls across the bases to ensure assets are correctly managed & registered

- Spot checks on individual users’ assets to cross check state of assets and verify the lists.

• other property follow-up

- Conduct periodic inventory controls across the bases and capital to ensure assets are correctly managed & registered.

- Quarterly checks to be conducted for all common assets and properties

• Transportation Management
• The logistics assistant is in charge of support the Transportation management in Acted Jordan,
• To ensure proper utilization, maintenance and follow up of the ACTED fleet, as per ACTED procedures.
• To control and manage the cost of the fleet (fuel, maintenance and repairs).
• Ensure that the fleet database is updated and accurate.
• Provide monthly reports and analysis
• Regularly review and cross check fleet movements against the fleet database
• Ensure a monthly roster is prepared for all fleet staff and monitor overtime
•  Communications & IT management
• Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in country.
• Contribute to ensure that Acted communication & IT management guidelines are applied.
• Reporting and Filing/ Archiving

- Support the efficient & exhaustive circulation, filing & archiving of all logistics functions documentation as detailed in Acted logistics manual, the documents should be the soft copies as well as the signed, stamped, copies. The assistant should follow an original/copy strategy as per Acted manual.