Logistics Officer at ACTED Nigeria

General Objectives

• Support ACTED’s routine programme operations as delegated by the Country Logistics Officer and Country Logistics Manager and Coordination including (depending on needs and not limited to):
• Procurement as delegated by Country Logistics Officer and Country Logistics Manager,
• Stock management as delegated by Country Logistics Officer and Country Logistics Manager,
• Motorised asset management as delegated by Country Logistics Officer and Country Logistics Manager,
• Other Property management as delegated by the Country Logistics Officer and Country Logistics Manager,
• Flexible approach to work and willingness to assist Logistics and Coordination departments with different aspects of logistics work depending on specific needs at different phases of the project.

III. Duties and Responsibilities

Administration

• Oversee and facilitate the work of daily workers under his / her supervision, follow up on assigned tasks to completion and translate requests from Coordination to daily workers,
• Accurately complete attendance sheets for daily workers under his / her supervision,
• Maintain accurate paper records in accordance with the ACTED FLATS manual, making copies of all documents in accordance with ACTED document flow.

Procurement

• Produce Order Forms (OFs) for items required by logistics and assist other departments when necessary;
• Obtain quotations when necessary and perform negotiation with suppliers for better prices and conditions;
• Produce clear, concise and justifiable Procurement Memos (PMs) and Memoranda (Memos);
• Produce Purchase Orders and Procurement Contracts where applicable to ACTED procurement procedures;
• Obtain contract signatures from local suppliers and collect delivery notes, invoices and receipts;
• File copies of all documents in accordance with ACTED FLATS procedures and procurement document flow.
• Note that in bases with a Procurement Assistant or Procurement Officer these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Area Logistics Officer or Coordination.

Stock management

• Ensure that stock is kept in a secure, clean and orderly environment;
• Responsible for the physical reception and issuing of stock including assistance with loading / unloading, hiring daily workers at an agreed local rate with authorisation from Coordination, and complete all stock management documents (reception voucher, stock card, stock exit form etc.);
• Assist with stock counts;
• Lead or participate to the inventory;
• Note that in bases with a Storekeeper, Warehouse Assistant or Warehouse Manager these roles may not be delegated to the Logistics Officer at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager or Coordination.

Motorised asset management

• Operate motorised assets (e.g. pumps, generators, etc.) according to agreed schedule;
• Produce OFs for motorised asset spare parts and work with drivers to draft OFs for vehicle spare parts;
• Follow routine motorised asset maintenance procedures (ensure regular fuel, oil, etc., requested in accordance with ACTED FLATS policy);
• Report any mechanical faults, low stock levels or other problems to the Area Logistics Officer;
• Note that in bases with a Head Driver, Mechanic or Fleet Officer these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager or Coordination.

Other property management

• Produce and maintain a list of ACTED property around the compound (AST-06);
• Report any damages to ACTED property to the Country Logistics Officer and Country Logistics Manager, and work with Infrastructure / CFW focal point to facilitate prompt repairs;
• Ensure the routine supply of water to the compound and distribution of water and soap to hand-washing stations;
• Assist with waste disposal by managing cleaners, helping to recruit daily workers to take rubbish to the dump site, etc.
• Note that in bases with a Hub Officer or Hub Manager these roles may not be delegated to the Logistics Assistant at all times, however he / she should be prepared to cover this function if requested by the Country Logistics Manager er or Coordination.

The Logistic Officer is responsible of the maintenance of the offices and ACTED’s guesthouses. He has to repair what is feasible by himself and look for handyman, plumber… when it is necessary.

The Logistic Officer is responsible for the monthly reports that have to be sent on time and well filled to the capital.

Flexible approach to work

• Proactively assist with all logistics functions around the ACTED compound as requested by the Country Logistics Officer and Country Logistics Manager.

Competencies:

• Minimum education level: Bachelor degree
• A minimum of 2 years of professional experience in a similar position. Previous experience with INGO an asset.
• Experience in logistics management including procurement and purchasing
• Good knowledge of Excel, Word and Outlook
• The candidate has to be autonomous, he has to be able to run the logistic department of the base by himself
• Good organization skills and good ability to undertake multiple tasks
• Fluent in English, the candidate has to be able to understand and write contracts in English.