Logistics Assistant

Mission

Under the supervision of the Country Logistics Manager and the Logistics Officer, the Logistic Assistant is responsible for assets follow ups, purchasing, stock/warehouse management, IT support and assisting in other logistic department activities in ACTED area of intervention.

OBJECTIVES

1. Follow up on ACTED assets
2. Manage stock and warehouse
3. Support ACTED staff with IT and other logistics issues

FUNCTIONS

1. Asset Follow up/ IT Support

• Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details);
• Ensure that asset is given to users, after completion of “Asset Reception Form”;
• Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items. etc.).
• Keep the asset list updated
• Ensure that e-mail, and IT equipment are functioning properly

1. Stock/warehouse management: 

• Ensure all commodities and goods are well organized in the stock by project/program
• Ensure all commodities and goods have stock cards and registered in “Stock Situation 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 Situation 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.)
• Keeping the stock cards updated

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• Procurement
• Follow-up procurement & supplies for the area in coordination with the country office in Beirut.
• Check deliveries follow-up of each procurement contracts;
• Procure all projects and office logistical requirements based on ACTED procurement guidelines.
• Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.
• Keeping the order form follow up updated

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• Carbon footprint
• Ensure all data related to electricity consumption, fuel consumption, and any other related information is collected
• Ensure all data related to procurement is collected
• Retrieve data from purchase orders done the previous month
• Keep carbon TITANIC updated per month
• Communication
• Provide all new comers with necessary communication means
• Keep track of phone numbers given to team members

• Keep communication list updated

KEY PERFORMANCE INDICATORS

• % of asset list validity
• % of missing items in stock/warehouse
• Validity of assets received from suppliers
• % of complaints received from suppliers
• % of complaints received from ACTED staff
• % data validity

Personal and TECHNICAL SKILLS

• Alignment with organizational values and code of conduct
• Ensuring compliance, transparency and accountability
• Dedication and commitment
• Strong Organization skills
• Excellent communication skills
• Excellent time management
• Good negotiations skills
• Thinking outside the box