Logistics Assistant at ACTED Nigeria

About the job

The Logistics Assistant is responsible to facilitate the movement of ACTED staff or authorized ACTED people by vehicles from origin to destination or vice versa and support the logistics Officer on all logistics and procurement concerns.

Your main duties and responsibilities will be:

Procurements:

• To receive Order form – 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;
• To conduct all procurements under Scenario A to C of Logistic Manual;
• To ensure to respect ACTED procurement procedures for each purchase
• To find and Prepare the list of successful suppliers in both Capital Office and Area offices;
• To ensure fair and transparent selection of suppliers in each procurement;
• To support CSLM and Logistic officer on Tender process from Call on newspaper, filling and arrangement of documents after signatures;
• To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
• To follow with Finance and Logistic officer on bi-weekly basis (each Thursday afternoon) contract follow up (CFU) to ensure all procurement contracts under scenario (C, D and E) is registered and recorded;
• Follow up with office/GH cleaner/laundry man for any ad hoc purchases or services required for ACTED premises;

Delivery Follow up

• To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
• To follow and ensure that the signed waybill, reception vouchers and packing list are collected after each delivery IMMEDIATELY.
• To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
• To ensure the received quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
• Communicate and provide the purchase delivery documents with Finance for supplier’s payments;

Filing

• To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
• To create and or update the Order form follow up folders (open order form to be placed in this folder)
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
• To provide all scenario “C” purchase documents original copies to (Finance Officer) as FLAT focal point immediately after signing the contract with selected supplier(s)
• To provide delivery documents for Scenario “C” (delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;
• Meet on bi-weekly basis with FLAT focal point and Logistic Officer to review the CFU and handover the FLAT/logistic documents as per CFU;

About you

All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Moreover, we also expect the following:

Essential

• Good use of Microsoft Office.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Fleet Management/Logistics/Procurement is required
• University degree or advanced training/ course in Business Administration, sociology, social work, international affairs, humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desirable

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We offer

• Contract length:  6 Months possibility of extension
• Level: E1-1 (national contract)
• Start date: As soon as possible Desirable