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 manager Position in Addis Ababa, Ethiopia.

Duties and Responsibilities:

1.      Supply chain management

1.1  Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario. 

a)      For any procurement, guarantee the compliance of the supplier selection & related documentation as per Acted & donor’s procurement guidelines.

b)     Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.

c)      Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion; the Senior CLM is in particular arranging Procurement Committee sessions.

d)     Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.

e)     Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.

1.2  Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country

a)      Identify & settle warehouses/storage space based on needs.

b)     Ensure goods transportation means are secured as per needs.

c)      Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.

d)     Maintain a regular information across teams about stock levels & expected lead-times.

e)     Manage periodic inventories, stock clearance and investigations over discrepancies.

2.      Transversal logistical management

2.1  Fleet & transportation: Deploy efficient transportation means across the country

a)      Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

b)     Maintain efficient monthly, weekly & daily planning & movements follow-up tools.

c)      Identify reliable external transportation companies.

d)     Control & optimize fleet costs.

e)     Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).

f)       Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff.

g)      Organize regular drivers training and refreshers.

2.2  Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements.

2.3  Asset: Deploy an efficient asset allocation & maintenance plan across the country

a)      Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;

b)     Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.

c)      Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.

d)     Manage asset maintenance plans, control & optimize related costs.

e)     Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);

f)       Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.

2.4  Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach

a)      Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.

b)     Coordinate monthly inventories of other goods.

c)      Ensure that security & safety guidelines are applied in premises.

2.5  Communications & IT management: Deploy an efficient IT plan across the country based on Acted global standards.

a)      Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

b)     Control & optimize communication & IT costs.

c)      Ensure administrative requirements are met toward local authorities for communication means in use.

d)      Ensure monthly data back-up (server, computers local data, emails, etc.).

e)     Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.

f)      Organize IT staff regular training & refreshers.

3.      Compliance & transparency

a)      Ensure Acted logistics manual is applied across the country and donors’ specific requirements for logistics & procurement are met.

b)     Enforce a zero-tolerance policy regarding corruption and ensure adherence to Acted Code of Conduct and Anti-Fraud policy.

c)      Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.

d)     Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.

e)     Organize regular logistics staff training & refreshers internally about Acted procedures, lessons learnt, FAQ, etc. across workshops or field visits.

f)       Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country.

g)      Follow-up & update internal & external audit report for logistics.

h)     Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.

4.      Contribution to safety & security management

a)      Coordinate the update of the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ, including regular updates of the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)

b)     Draft & coordinate the implementation of Standard Operating Procedures (SOPs) adapted to the local context

c)      Coordinate regular updates of evacuation and contingency plans and ensure preparedness.

d)     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)

e)     Carry out security assessments of new Acted facilities, ensure a standard level of facilities protection, and supervise guards.

f)       Produce real-time incidents report (using Form SEC-03)

g)      Attend security coordination meetings and update Country Director and HQ on current security issues.

5.      Leadership

a)      Update the organigram of the logistics department according to the mission development;

b)     Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;

c)      Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).

d)     Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.

e)      Represent Acted with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)

f)     Actively participate in country level coordination meetings by reporting on progress, and risks.

g)      Contribute to donor proposals, budgets and reports.

h)      Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Job Requirements

·   Own at least a Master Degree

·    At least 5 years’ experience in the humanitarian sector in high management position;

·   At least 5 years’ experience working with NGOs;

·   Perfectly fluent in English and French (any other language will be an asset);

·   Proved ability to work under pressure;

·   Willingness to be deployed all over the country for field mission in remote areas;

Key Performance Indicators

• % of procurement plans up-to-date

• % of successful tenders completed & delivered as per project chronogram

• List of framework agreements in place

• Stock level at the project ending dates

• Fleet overall cost compare to theoretical cost

• IT infrastructure condition: (i) Internet connections satisfaction level, (ii) availability of printers/scanners, (iii) availability of a server in the capital office, (iv) IT security standards in place on all computers.

• % of Logistics TITANIC submitted on time and well completed

• If applicable, general conclusion of internal audit reports on logistics (% compliance with Acted Logistics Manual and procedures) and % change with previous year

• % of appraisals handled and documented on time

• At least one workshop is organized every 6 months and every field office is visited at least every 3 months (if security allows)

• % Compliance with Minimum Operating Security Standards (MOSS)

• Up-to-date Country Security Plans, SOPs, Evacuation Plans and Contingency Plans

• Timely submission of reports (SIR) on security incidents directly affecting Acted

How to Apply

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 THIS LINK  and received on or before 5.00PM on 26 April 2024. 

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

Please note that ACTED reserves the right to shortlist on ongoing basis. 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.