Logistics and Admin Manager at Action Against Hunger | ACF-International

Key responsibilities:

• Plan staff development/training for the logistics team at base level. Train staff and provide ad-hoc support on how to properly operate within and implement ACF logistic policy and procedures;
• Provide a weekly/monthly planning for the team in the base, prioritize tasks, set deadlines and follow up on tasks requested from team members;
• Supervise stock management including cold chain (storage conditions, stock reports, expiry dates…) and ensure that it follows laid down procedures and that stock release orders, stock cards, SFU and other documents and/or tools are used and systematically updated;
• Ensure that stock reports are up to date;
• Monitor deliveries to departments/bases/requesters;
• Oversee the vehicle fleet weekly and monthly plan using ACF tools and ensure their actual implementation;
• Support the Logistics Head of Department to identify the vehicles needs for the base;
• Check that the rented vehicles are administratively compliant and approve the monthly payments;
• Ensure base vehicles and generators are serviced on time and that records are properly kept in appropriate fleet folders;
• Follow-up the fuel consumption for generators and vehicles and ensure timely monthly report;
• Ensure that the premises meets health and safety requirements and that facilities comply with legislation and that the premises are clean and free from environmental hazard;
• Ensure quarterly inventory of the base equipment;
• Ensure that all communication means are working on the base (Internet, HF/VHF, GSM and Thuraya);
• Ensure that all users sign a temporary allocation form for all assigned equipment in order to properly track equipment movements;
• Contribute to the development, implementation and review of the mission Country Logistic Strategy;
• Contribute to the development, implementation and review of the base financial and fleet plans;
• Ensure a good communication between logistics team and all department in the base, more especially the project implementation team;
• Contribute to the preparation of audits in consultation with the HoD Logistics;
• Contribute to the prevention of fraud, report and support the management of any fraud issue identified;
• Hire (with support from HR department) and manage the logistics team in the base;
• Ensure all logistics staff are appraised and the needs of support/training are identified and shared with Field Coordinator and Head of Department Logistics;
• Oversees administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, purchasing and maintaining adequate health and other insurance policies, etc;
• Oversee finance team submission of monthly accountancy books as per the reporting deadline and ensure reporting qualities up to expected standard;
• Oversee all statutory payment remittances, enforce adherence to donor financial requirements/guidelines/regulations and ensure internal control procedures are followed at the base level;
• Enforce budget follow up and monitoring through continuous monthly BFU review with involvement of concerned budget holders and providing feedbacks to related action points;
•  Ensure finance team keeps standard finance support documentation with up-to-date archiving that are adequate to support audit;
• Sensitize the team on management of fraud and corruption risks by raising alert on suspicion of fraud and corruption through the appropriate channel.

Position Requirements:

• Minimum of a Bachelor's degree in Business Management, Logistics Management or other relevant field of study);
• Minimum of 3 years’ extensive experience in Logistics, HR or Finance (administration) management/coordination, preferably in humanitarian or development work;
• Certification in CIPS, Supply or Logistics desirable;
• High level of Integrity and transparency;
• Excellent people management skills combined with the ability and desire to further develop staff capacity;
• Strong organization and management skills and ability to coordinate a diverse range of people and responsibilities;
• Ability to organize and prioritize workload, using initiative when appropriate and demonstrate good judgment;
• Possess strong analytical, communication, interpersonal and negotiation skills;
• Effective multitasking skills with ability to coordinate and handle pressure/stress well;
• Flexible, able to live and work in a stressful and insecure environment.