Fixed term | 12 Months | ASAP

ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the centre and provides a tailored support to local needs.

ACTED Democratic Republic of the Congo

The Democratic Republic has the Congo is still affected by the consequences of decades of civil war. In precarios situation, IDPs suffer from chronical food insecurity and/or diseases linked ot lack of access to water, hygiene and sanitation. Since 2003, ACTED acts mainly to respond to emergencies, reinforce the population’s resilience, co-creating an effective governance and promoting an inclusive and sustainble growth. Intervening mostly in the areas of South Kivu, Tanganyika  and North with projects financed by BHA (Bureau for Humanitarian Assistance), FH (Fond Humanitaire), ECHO (European Civil Protection and Humanitarian Aid Operations) and FCDO (Foreign, Commonwealth & Development Office), ACTED brings a flexible and adapted emergency response to the complex and acute humanitarian crisis by assisting the most vulnerable populations. With  projects ongoing in these several areas, ACTED seeks to response to their basic needs in terms of accommodation (shelter), food security, NFIs or access to water while ensuring the promotion of a protective environment.

You will be in charge of

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

  • For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines;
  • Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly;
  • 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;
  • Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular;
  • 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

  • Identify & settle warehouses/storage space based on needs;
  • Ensure goods transportation means are secured as per needs;
  • Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving;
  • Maintain a regular information across teams about stock levels & expected lead-times;
  • Manage periodic inventories, stock clearance and investigations over discrepancies; 

2.Transversal logistical management

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

  • Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;
  • Maintain efficient monthly, weekly & daily planning & movements follow-up tools;
  • Identify reliable external transportation companies;
  • Control & optimize fleet costs;
  • Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs);
  • Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff;
  • 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

  • Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;
  • Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage;
  • Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions;
  • Manage asset maintenance plans, control & optimize related costs;
  • Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators etc.);
  • 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

  • Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security and financial criteria, in close liaison with Country Director and Country Finance Manager.
  • Coordinate monthly inventories of other goods;
  • Ensure that security & safety guidelines are applied in the premises;

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

  • Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;
  • Control & optimize communication & IT costs;
  • Ensure administrative requirements are met toward local authorities for communication means in use;
  • Ensure monthly data back-up (server, computers local data, emails, etc.);
  • Guarantee that IT security standards are applied and lead crisis management in country in close liaison with HQ if required;
  • Organize IT staff regular training & refreshers;

3.Compliance & transparency

  • Ensure ACTED logistics manual is applied across the country and donors’ specific requirements for logistics & procurement are met;
  • Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy;
  • Coordinate logistics TITANIC reporting on a monthly basis and ensure checking the reliability & relevance of data reported;
  • Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit;
  • Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ etc. across workshops or field visits;
  • Capitalize on lessons learnt through memos, training module etc. for continuous improvements of logistics compliance in country;
  • Follow-up & update internal & external audit report for logistics;
  • Ensure a timely and accurate logistics document flow in liaison with other FLAT departments;

4.Leadership

  • Update the organigram of the logistics department according to the mission development;
  • Plan & conduct logistics staff recruitments & appraisals;
  • Train & build capacities of logistics staff in country;
  • Identify staff with potential and contribute to internal mobility strategy;
  • Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular);
  • 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;
  • Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.);
  • Actively participate in country level coordination meetings by reporting on progress, and risks;
  • Contribute to donor proposals, budgets and reports;
  • Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Expected skills and qualifications

  • At least 2-3 years of working experience in logistics, supply chain management and/or security management and procedures;
  • Ability to train, mobilize, and manage both international and national staff;
  • Flexibility and ability to multi-task under pressure;
  • Ability to work well in unstable and frequently changing security environments;
  • Advanced proficiency in written and spoken English;
  • Previous experience abroad is an asset.

Conditions

  • Salary between 2 300€ and 2 400€ monthly (before income tax), depending on the level of education, security level, etc as well as a monthly living allowance of $300
  • Option 1: Accommodation and food provided in ACTED guesthouse
  • Option 2: Contribution to a housing allowance of up to 75% of ACTED benchmark
  • Pension, health insurance, life insurance and repatriation assistance (& unemployment insurance for EU citizens)
  • Flight tickets every 6 months & visa fees covered
  • Contribution to the luggage transportation: up to 100 kgs, depending on the length of the contract
  • Annual leave of 25 to 43 days per year
  • One week pre-departure training in ACTED HQ, including a 3-days in situ security training
  • Tax advice (free 30-minute call with a tax consultant)
  • Psychological assistance

Join us

Please send your application (CV and letter of motivation) by email (jobs@acted.org) or below, including the reference: CLM/RDC

Please note that ACTED will never charge a fee for the recruitment process.
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