ACTED is recruiting one (01) logistics officer

ACTED responds to the humanitarian needs of populations in crisis situations with respect for their dignity, while creating the conditions for their sustainable recovery, by investing in human potential. ACTED is committed to responding to emergencies and developing the resilience of local communities in the face of crisis situations, to co-constructing effective governance, and to promoting inclusive and sustainable growth.

We travel the last mile to bring humanitarian aid to the most remote areas: our mission is to save lives and meet the basic needs of populations wherever they are. Each year, we implement more than 500 projects with nearly 20 million beneficiaries in 40 countries, thanks to a team of 6,000 national employees and 400 international employees. More information at www.acted.org

In Niger, ACTED has been operating since 2010 in the following areas: Tillabery, Diffa, Maradi and throughout the territory through Information Management activities and the following sectors: Water and Sanitation, Shelter, ABNA, Infrastructure , Livelihoods, Food Security.

Context of the position and main challenges

Due to the specific nature of the position and due to the evolution of ACTED’s programs in Niger, the list of responsibilities below is not exhaustive.

The employee may be required to perform other tasks not mentioned in his terms of reference, provided that these do not divert him from his job description.

Role and main responsibilities

The Logistics/Security Officer works under the direct supervision of the Zone Coordinator or Base Manager, in technical liaison with the Logistics Manager and the Security Manager.

He is responsible for the proper logistical operation of the base, which involves quality supply, rigorous storage and active maintenance. He must know what he has in stock and know the situation of his assets. It is the relay of the capital’s logistics headquarters. All these actions must be undertaken in strict compliance with ACTED procedures (cf. Logistics Manual).

Its main tasks are:

LOGISTICS :

Supply

Centralize and formalize the orders of the base and approve them with the finance manager and the Zone Coordination;

Determine the supply option (exit from stock/local purchase/transfer to the capital);

Make purchases in compliance with purchasing procedures and ensuring that approaches are optimized (value for money, guarantees, comprehensive contract, etc.);

Establish, update and transmit to the capital the follow-up of purchase orders every Friday;

Supervise the correct receipt of orders by the storekeeper for better order tracking;

Establish regular contact with the capital in order to inform department managers of the progress of their orders;

Inventory management

Supervise the storekeeper in the proper keeping of stocks, namely: storage, cleanliness, integrity;

Take care of the organization of the stock (by article/department/expiry date etc.);

Supervise the storekeeper in the documentary follow-up of stocks: creation and update of stock cards. Consistency with receipt slips and stock release slips;

Support the storekeeper in carrying out physical inventories;

Monitor stocks of spare parts, office consumables, maintenance products and other consumables in relation to consumption data and minimum stocks to be established to trigger relevant orders in advance;

Supervise the storekeeper in the proper control of receptions (quantity and quality). Provide feedback/coordination with Niamey on the various discrepancies observed for better responsiveness;

Support the storekeeper in the production of the monthly stock report in order to know the availability of items at the end of the month and send it on the 5th of each month;

Motorized fleet management

Ensure the maintenance and efficient use of motorized equipment

Carburetion of vehicles

Ensure the strict and rigorous application of road books and tracking books by drivers and guards. Make sure that the copies are properly archived and that the originals of these notebooks are sent to the capital at the end of the month.

Establish complete, organized and up-to-date documentation in a binder of each motorized equipment, in accordance with the ACTED logistics manual.

Establish preventive monitoring and apply regular checks on vehicle maintenance and cleanliness.

Transmit the base motorized equipment status report every Monday.

Establish the motorized asset monitoring report of the base and transfer it to the base on the 5th of each month.

IT / COM asset management

Provide each post with the computer and telecommunications equipment provided and necessary for the proper performance of its activities;

Establish complete, organized and up-to-date documentation in a binder of each asset, in accordance with the ACTED logistics manual;

Establish regular preventive monitoring of equipment (maintenance of printers, controlled computer updates, data backup);

Ensure proper monitoring (including documentation) of assets upon receipt, handover, repairs, etc. ;

Establish the base asset monitoring report and transfer it to the base on the 5th of each month.

Ensure the proper distribution of monthly communication credits.

Premises management:

Ensure the maintenance of the premises (electricity/plumbing/infrastructure) through regular and dedicated inspection visits;

Supervise the dedicated staff (guards, hygienists, cooks), by establishing work schedules and distributing clear directives;

Take care of the supply of stocks necessary for maintenance and hygiene in general;

Ensure the order and cleanliness of the premises by raising employee awareness;

Ensure the inventory of “other goods” (cabinets, desk, tables, chairs) in the premises.

SECURITY :

Key roles and responsibilities

Develop a network of key informants;

Collect and triangulate and analyze security information;

Support the development, updating and implementation of security procedures and contingency plans based on available information;

Produce weekly and monthly reports on the situation as well as ad hoc reports for each security incident impacting the organization;

Train staff continuously on the content of security procedures, and more particularly the Security Binder and the use of VHF and HF.

Collection, triangulation and analysis of security information

Maintain relationships and collect security information from key actors (NGOs, UN Agencies, Government, local populations, etc.) and more particularly in ACTED’s areas of intervention;

With the Security Manager support, analyze the information as well as the related risks, propose security measures/procedures and update the security levels of the bases in the area;

Document and record security incidents with trend analysis;

Produce weekly and monthly security reports;

Produce ad hoc reports for incidents that impact the organization.

Application and update of security mechanisms

Know, disseminate and ensure understanding and application of security policies and procedures among staff;

Analysis and evaluation of existing mechanisms and practices;

Organize and monitor the movements of teams in the field in real time;

In collaboration with the logistics team and/or the IT team, ensure the availability and functionality of communication equipment (VHF, HF, GPS, Thuraya, etc.);

Ensure the constant availability of safety equipment on the bases of the area (contingency trunks, fire extinguishers, vehicle safety kit, etc.);

Participate in area safety meetings.

Development of security plans

Work on the regular updating of security binders;

Ensure the update of the contingency and evacuation plans of the base;

Staff training

Ensure on a daily basis that the security policies and procedures are known, understood and applied by the staff on the base;

Train new employees and visitors on the security rules in force;

Implement specialized practical training plans for all staff on the bases in the area, and applied training more particularly for security focal points, drivers, guards and radio operators.

Other activites

In addition to the tasks listed above, it is his responsibility to:

Observe the strictest confidentiality on the content of internal and external security discussions and decisions. External communication on security issues specific to ACTED is done upon validation by the Country Director exclusively;

Regularly report field information to the Base Manager/Area Coordinator, the Country Logistics Coordinator and the Country Director depending on the situation;

Make necessary recommendations or suggestions on tools or security management in general following the analyzes carried out and submit them to the hierarchy

Expected conduct of future ACTED staff member

ACTED has a zero tolerance approach to Sexual Exploitation, Abuse and Harassment (SEA-H) and ensures that only those who share its values are recruited. All candidates will be subject to satisfactory reference checks and checks in accordance with legal requirements. Any selected candidate will sign the ACTED Code of Conduct and related policies as part of their employment contract. All staff members undertake to respect the standards of behavior described in these documents.

Skills and qualities expected

Bachelor’s / Master’s degree in Logistics Transport or any equivalent diploma

At least 2 years of relevant professional experience in the humanitarian sector

Excellent communication and writing skills for product writing

Ability to operate in a multicultural environment

Flexibility as to the role and the nature of the work which can evolve according to the context

Perfect command of French, English desired

Ability to work on multiple tasks with short deadlines

Ability to work independently and work with teams in other regions or base

To apply

CV and Cover Letter can be sent to the following address: [email protected] no later than Tuesday, September 5, 2023.

Female candidates are strongly encouraged.