Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Logistics Assistant Position in Addis Ababa, Ethiopia.

Position Profile:

Under the line management of the REACH Country Coordinator and Senior Research Manager in Addis Ababa, the Logistic Assistant (LA) contributes to the implementation of the ACTED procedures to conduct REACH field activities (data collections). He/she ensures that all REACH activities are carried out in compliance with ACTED manuals. 

In his/her mission, the LA will be hosted by ACTED and will fall under the direct responsibility and management of ACTED’s Country Director and his/her delegates for all Administrative, Security, and relevant Logistics and Finance issues. S/he will therefore fully abide to ACTED’s Security, Administration, and relevant HR, Logistics and Finance rules and regulations. 

OBJECTIVES 

·       Ensure that all REACH activities are conducted in compliance with ACTED manuals  

·       Ensure that all the requests to ACTED support departments are requested on time 

·       Ensure all documentations is properly filed and stored 

·       Supervision of REACH assets (smartphones, laptops, screens, etc.) and coordination with ACTED logs to maintain the assets list up-to-date 

·       Follow-up on all the requests submitted to ACTED support departments and inform on delays his/her line managers 

·       Ensure that REACH staff are aware and compliant with ACTED procedures

Duties and Responsibilities Include:

1.     Operations preparations 

·       Contribute to the organization of the kick-off meeting ahead of every data collection activities between REACH programmes and ACTED support departments 

·       Ensure that all the requests to Logistic, Finance, HR, Security departments are submitted on time and in accordance to ACTED manuals.  

·       Requests can include: procurements of goods, hiring of vehicles, printing, air-time processing, security clearance, hiring of daily workers (enumerators). Note, list is not exhaustive.  

·       Suppliers identification and quotation requests in areas where REACH/ACTED are not yet present or do not have framework agreement in place.  

·       Suppliers can include: venue rental, vehicles rental, hotel/guesthouse, data collection supplies provider (water, biscuits, notebooks, pens, etc.) 

·       Writing of MEMOs when needed, in coordination with REACH CC RM and ACTED departments. 

2.     Operations follow-up 

·       Follow up with ACTED departments to ensure that requests are delivered on time to ensure the smooth implementation of REACH activities; 

·       Ensure that REACH staff conducting activities submit the relevant documentations on time to proper process of payments 

·       Flag and support the resolution of any delays, bottlenecks.  

3.     Operations closure 

·       Ensure all processes are closed according to ACTED manuals and that all providers are paid;  

·       Ensure proper filing of supporting documents; 

4.     Assets follow-up 

·       Ensure that REACH assets are maintained and managed according to ACTED and donors’ guidelines 

·       Contribute to maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage. 

5.     Others 

·       Ensure that REACH staff are informed and aware of all the ACTED procedures 

·       Contribute to budget formulation informing on unit costs of items 

TECHNICAL SKILLS 

Human qualities 

·       Organizational value alignment 

·       Thinking outside of the box 

·       Adaptation to different work situations 

·       Dedication and self-commitment 

·       Autonomy and self-direction 

Management skills 

·       Leadership – inspire and encourage others within the team; 

·       Decision making and problem solving 

·       Achieving results 

·       Teamwork and team leadership 

Process skills 

·       Transparency and Accountability; 

·       Planning and organizing; 

·       Operationalizing - concrete actions with measurable outputs 

·       Effective communication 

Job Requirements

·       Academic Excellent academic qualifications, preferably including a Master/Bachelor degree in relevant discipline; 

·       Software skills Proven knowledge of the Microsoft Office Suite, to include Word, Excel, and PowerPoint.  

·       Years of work experience At least 1-2 years of relevant working experience; 

·       Experience in humanitarian settings familiarity with the aid sector and experience working in the humanitarian sector an asset 

·       Management skills Ability to manage his/her own time effectively with minimum guidance; 

·       Communication/reporting skills Excellent communication skills (clear and affective communication); 

·       Multi-tasking skills Ability to multitask with tight deadlines, on numerous projects 

·       Level of independence Proven ability to work with minimal guidance and gaining quickly independence; 

·       Cross-cultural work environment Ability to operate in a cross-cultural environment requiring flexibility; 

·       Language skills Fluency in English is required 

How to Apply

Application Procedure:

Qualified national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to ethiopia.jobs@acted.org and received on or before 5.00PM on June 02, 2023 with the subject line “Logistics Assistant –Addis Ababa, Ethiopia”

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that only the shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.