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Department: Logistics

Position: Country Logistics and Security Manager - Tunisia

Contract duration: 12 months renewable

Location: Tunis, Tunisia

Starting Date: ASAP

 

I. Background on ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last kilometer: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

With a budget of 190 million EUR, ACTED is active in 35 countries and implements more than 490 projects a year reaching over 11 million beneficiaries with the support of 300 international staff and 4,300 national staff.

 

II. Country Profile

Our team in Tunisia manages our operations based in Libya.

ACTED has been programming in Libya since March 2011. Initially focussing on responding to the humanitarian crisis in the wake of the conflict, ACTED set-up offices across the country, providing vital humanitarian assistance to displaced and vulnerable populations. Furthermore, during this period ACTED utilized its assessment and mapping capabilities to help coordinate and provide information for the humanitarian response and reconstruction of the country. Since January 2012, and building on the strong networks developed during the emergency response, ACTED started to work on post-conflict projects, particularly focussing of support to the nascent Libyan civil society. In January ACTED began a two-year programme, funded by the European Union, focussing on support to civil society organisations in Libya.

 

III. Position Profile:

Under the authority of direct supervision of the Country Director, key responsibilities include:

1. Department Management
   • Responsible for recruitment, capacity building and appraisals of logistics staff
   • Provide technical support and guidance to field offices on the development of procurement plans, including demand analyses, market assessments, and logistics planning at country and area level
   • Represent ACTED with relevant logistics and communication networks, actively building relevant relationships

 

2. Procurement management
   • Establish a rigorous, accountable and transparent procurement system in strict compliance with ACTED’s Logistics Manual, local law and donor requirements
   • Undertake regular market studies, set up and regularly maintain a database of local suppliers, including track records of past performance
   • Assist in establishing and implementing procurement plans with all Project Managers
   • Enforce a zero-‐tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Ethical Procurement Guidelines

3. Fleet Management
   • Ensure all ACTED vehicles are regularly serviced and maintained
   • Oversee the allocation and daily availability of vehicles
   • Ensure proper recording on fleet management (e.g. log books, fuel consumption etc.) according to ACTED’s Logistics Manual
   • Analyse and monitor vehicle usage and running costs to maximise efficiency, prevent fraud and ensure timely program implementation
   • Supervise drivers and ensure adherence to transport and relevant safety standards in compliance with ACTED’s Country Security Management Plan
   • Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, and set movement rules which are adapted to the local
   • Ensure operational follow-up of movements.
   • Ensure all generators are properly operated and regularly maintained

4. Asset Management
   • Ensuring all assets are tagged and listed in the asset management list at the time of procurement with an asset file created for them and that a regular monitoring system is in place
   • Organise the installation of heavy equipment and assets and train staff on their operation & maintenance
   • Ensure the implementation of regular asset verification

5. Delivery Management
   • Ensure systematic process of delivering items from the capital/suppliers to field locations, ensuring full control of movement and receipt of items
   • Ensure administrative and custom requirements are adhered to
   • Ensure proper quality control at expedition and delivery points
   • Identify reliable companies for the transportation of stock and ensure their adherence to ACTED Ethical Procurement Guidelines

 

6. Stock Management
   • Assume overall responsibility for all ACTED warehouses and stocks through the oversight and monitoring of effective stock management systems;
   • Identify and equip warehouses for the safe and secure storage of ACTED supplies
   • Ensure regular inventories and spot checks are conducted
   • Produce stock movement reports according the ACTED Logistics Manual

 

7. Communication & IT Management
   • Ensure documents and licenses with regards to Satellite phones, Mobile phones, V/HF radios are available and up-to date
   • Analyse and monitor communication equipment usage and running costs to maximise efficiency, prevent fraud and ensure reliable and constant communication services
   • Organise the installation of communication and IT equipment and train staff on their operation & maintenance
   • Oversee the effective functioning of the IT system in all office and guesthouse facilities, ensuring that IT infrastructure and support is in place
   • Ensure proper data back-up and protection systems are in place
   • Ensure compliance with the ACTED global IT standards

 

8. Logistics support to other departments
   • Liaise and cooperate with the Senior Management Team and Project Managers on logistics and procurement matters
   • Actively participate in country level coordination meetings by reporting on progress
   • Lead coordination between the logistics team and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation
   • Provide regular updates to area and programme teams on supply chain status (in particular order form, procurement and delivery follow-up)
   • Support the Administration & HR departments in premises management and maintenance
   • Contribute to donor proposals, budgets and reports
   • Contribute to Emergency Response planning and Contingency Planning efforts for logistic and procurement needs and execution including establishing appropriate framework agreements with relevant suppliers

 

9. Security Management
   • Draft and regularly update the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ
   • Draft Standard Operating Procedures (SOPs) adapted to the local context
   • Draft regularly update and ensure preparedness (check contingency kits, first aid kits etc.). to evacuation and contingency plans in capital and support Area Coordinators in developing contingencies
   • Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)
   • Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)
   • Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
   • Produce real-time incidents report (using Form SEC-03)
   • Attend security coordination meetings and update Country Director and HQ on current security issues

 

10. Reporting and Compliance
    • Ensure ACTED and donor compliance rules and requirements are adhered to
    • Ensure timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual
    • Assist the HQ and Regional Audit teams in the preparation of external audits
    • Prepare regular, timely and accurate logistics TITANIC reports
    • Prepare and send security TITANIC on a monthly basis to the Country Director and HQ Security Department.

 

Perform other duties as requested by Country Director

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