1.1. Physical Control
- Account for all program and non-program inventories in the office and sub bases through Logistics assistant and stock assistant/officers/area logistics Managers
- Supervise safety of the stock and materials;
- Regularly control the stocks management and follow up with stock assistant/officers/area logistics managers and all concern.
- Must remain aware of all stock / materials movements between warehouses;
1.2. Documentation Procedure
- Document and archive and centralized all of the monthly reports copy at capital level (Signed)
- Ensure overall compliance with ACTED stock management procedures;
- Control the filing in of documents in timely manner (at reception, delays are not accepted);
- Supervise the computerized tracking of all deliveries and DEL – 03 Stock Delivery reports;
- Forward all proper documentation regarding the overall delivery and stock process to Country Logistics Manager;
- Consolidate all data from warehouses regarding stocks and inventories, to be consolidated for Country Logistics Manager on weekly basis (Every Friday at 5:00pm): Quality Check Reports, Reception Vouchers, DEL – 03 Delivery Reports, and STO – 02 Stock Report.
2. Assets and Property Management (including premises)
2.1. Asset Management
- Account for the overall compliance with assets, properties and premises management procedures;
- Supervise the safety and effective use of all ACTED assets and properties in the office;
- Verify and direct the maintenance and repairs of assets and properties in timely manner;
- Assess the need for additional equipment and obtain authorisation from Country Logistics Manager;
- Must submit all equipment with appropriate format to Country Logistics Manager (PRO_02_Order Form)
2.2. Asset Documentation
- Document and archive and centralized all of the monthly reports copy at capital level (Signed)
- Account for the overall compliance with assets, properties and premises management procedures;
- Regularly verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, AST – 05 Monthly Equipment Follow Up);
- Controls that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
- Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must be accessible at all times to Country Logistics Manager and any FLAT auditor;
- Control that tags and identification of Assets are clear for all equipments kept in the bases of his area;
- Control and consolidate at capital/base level the AST- 05 Monthly Equipment Follow Up report, to be sent to Country Logistics Manager on monthly basis, every 5th of the month.
3. Delivery (Transport) Management
3.1. Personnel Transportation
- Account for the overall compliance with delivery and transportation management procedures;
- Responsible for vehicles to being made available upon proper request to Transport Assistant / Supervisor (TRA-00.2 Vehicle tracking/Movement form)
- Control proper use of vehicles for all ACTED staff;
- Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);
3.2. Materials Transportation
- Account for the overall compliance with delivery and transportation management procedures;
- Obtain information from Country Logistics Manager for deliveries to come and contracts signed with suppliers at both base and capital level;
- Manage proper use of vehicles for all program requests or materials transfers (internal/external);
- Manage delivery of ACTED stock and supplies to appropriate warehouses accordingly;
- Control and secure procurement service contracts with Suppliers of rented vehicles and trucks;
3.3. Fleet and Fuel Management
- Accounts for the overall compliance with the delivery and fleet management procedures (TRA_06 Monthly Fuel Consumption report/ TRA_06a Monthly Vehicle information Table);
- Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;
- Responsible of roaster and management of drivers, which must not go against the following constraints unless approved by Country Logistics Manager:
o No driver shall drive more than 3h in a row, and should take 15-20 min break;
o No driver shall be working more than 12h per day;
o No driver shall be working a day and night shift in a row;
o Every driver is responsible of his car and content: the First Aid Kit should be complete, his phone batteries ready and always available, the NOC required for his passengers at hand;
o At any time, the Logistics assistant (Transport) must know where are dispatched all cars and how many people with the vehicle tracking Sheets updated;
3.4. Transport Documentation
- Document and archive and centralized all of the monthly reports copy at capital level (Signed)
- Control regularly that all documentation required is filled in timely and precisely;
- Provide technical support in preparation of rental procurement service Contracts for vehicles;
- Coordinate with Program Managers to inform them of any delay / problem in satisfying their request;
- Provide alternate solutions, in coordination with Area Logistics Manager / Country Logistics Manager approval;
- Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption...);
- Consolidate and control the TRA_06 Monthly Fuel Consumption Follow Up from all Logistics Officers.
4. Telecommunication and Information Technology Management
- Accounts for the overall compliance with the Communication and IT procedures;
- Manage and secure effective use of the entire telecommunication and IT system;
- Manage the office’s telecommunication costs;
- Ensure and supervise the monthly communication allowance is disbursed as per the approved COM- 04 communication cost allowance.
- Prepare and consolidate monthly communication report COM – 02 & COM-3 monthly email account follow up and submit it to country Logistics Manager every 5th of Month.
5. Security and Safety Management
- Share any security information received with the Country security Manager/Country Logistics Manager;
- Ensure that the safety and security standards of ACTED staff (international and local) are appropriate and correspond to ACTED sphere of influence and context of operations;
- Respond to security recommendations upon Country Logistics Manager validation;
- Ensure high-level security of all ACTED assets, property and resources;
- Update the emergency contact list on monthly basis and share with all staff.
6. Field Visits
- Conduct field visit one a month with Country Logistics Manager Validation
- Submit quarterly field visit plan to Country Logistics Manager for validation
- Highlight the hot issues area field level to be take care and according develop mitigation plan.
7. Procedures and Reporting
- Comply with all the reporting requirements from Country Logistics Manager;
- Present the monthly reports as required according to ACTED guidelines, every 5th of the month;
- Make sure that the FLAT files are updated and well documented;
- Provide the Country Logistics Manager with a Compiled Logistics Report from on weekly basis (every Friday at 5:00pm), that will contain:
7.1. Monthly Reporting TITANIC:
o AST-05 The Equipment Follow Up report;
o STO-02 The Stock Report;