Logistics and ICT Officer

ACF Iraq is looking for Logistic and ICT Officer who will serve Basra office.

Work place: Basra and south Geographical areas covered by the mission + travels and trips as required and requested by the programs/operational needs

Type of contract: Initially 12 months Fixed-Term contract with the possibility of extension.

Working Hours: Full Time Contract of minimum 40 hours per week up to a maximum of 48 hours per week

Monthly Basic Salary:  Action Against Hunger provide competitive salary according to ACF salary grid.

Benefits: Monthly allowances up to 30% of the basic salary, Medical Insurance and + End of Year Benefit.

Purpose of the position:  Provide Support to the Base Field Manager/Coordinator in charge of assisting and ensuring all logistics activities on the base According to ACF KitLog procedures and under the supervision and responsibility of the Field Manager/Coordinator.

Specific Objectives:

Assignment /Objective 1: FLEET MANAGEMENT  

• Update the Base Fleet Plan in collaboration with Field Manager in compliance with the financial plan and program needs.
• Compile weekly movement plan based on inputs from program departments and support departments and between bases. Disseminate on Thursday afternoons by email. Arrange short notice movements as approved by Field Manager/Coordinator (depending on security level).
• Disseminate details of drivers for weekend movements to all concerned staff on Thursday afternoons.
• Supervise the daily and weekly movement planning according to project’s requests.
• Ensure full compliance of ACF security rules for drivers (seatbelt use, speed limits, daily reporting, etc.).
• Verify (by spot check) on a weekly basis that the logbooks are being properly filled by the staff traveling.
• To provide according to the logbook the fuel ticket to the driver after checking, inform immediately the Field Coordinator in case of high consumption.

• Inform and report on a timely manner to Field Manager of any security incident.

• Supervise the drivers, and report any problem to the Field Manager
• Ensure follow-up of the fleet (repairs, maintenance, use)
• Organize training sessions and briefings for the drivers on ACF driving policy.
• Make sure that all safety / security rules implemented and followed (First Aid Kit, vehicles in good condition)
• Act as the focal point for all vehicle movements
• Liaises with ACF’s SLO or Field Manager ahead if a vehicle is supposed to go in a sensitive zone in terms of security for security briefing purposes (driver + passengers).
• Ensure that the SLO has briefed the driver + passengers in order to prevent. In case of SLO absence, insure to give the brief.
• Maintain a folder for each vehicle (Rental contracts, insurances, drivers’ licence, serial number of engine).

Assignment/Objective 2:  Energy, Equipment and Premises Management

• Update equipment list and codifications with the inventory list with the support from Coordination logistics.
• Ensure installation, maintenance, repairs of the equipment (including computers, printers and photocopy machine as needed)
• Ensure the archiving of Equipment documents
• Support and supervise installation, rehabilitation and maintenance of ACF premises
• Participate on the assessment and set-up of ACF premises
• Support the Field Manager to ensure the structures necessary for the base to function (ex: offices, premises, warehouse) are available, restored and maintained
• Ensure that the running services (water, electricity etc…) are working properly and sufficient for the need
• Support SLO or Field Manager for all premises to be equipped with first aid kit and fire extinguishers.
• Make sure all premises are secure and protected from all threats (theft, electric surge, fire etc.) in close collaboration with the Field Manager or SLO.
• Monitor closely the maintenance planning of the Base Generators (if available).
• Support in control and justify generator(s) monthly cost(s), through regular checks of the generator(s) consumption follow up.
• Support the Field Manager in managing the key box with all the keys of premises according to the key management procedure of the base.
• Support in assessing and contribute on the Energy needs of the base according to ACF Energy policy.
• If required, acting the ACF IRAQ Mission ICT focal point with guidance from the Logistics HoD and Regional ICT Manager/Expert.

Objective/Assignment 3:   Participate in the security management of the base, sub base

Responsibilities and Tasks:

• Support the Field Manager in the follow up of the fleet through the vehicle GPS system in the absence of the SLO
• Reports on security issues in the field/ Fleet when needed
• Reports immediately to Field Manager / Security & Liaison Officer / in case of any serious incidents
• Support in day to day base / field movement tracking and security checks
• Participate in collecting information (contextual, political, security) in the absence of the SLO.
• Make sure that the security rules, standard and norms are respected (especially for the drivers, guards and watchmen teams)
• Support in training drivers, guards and watchmen on security rules, standard and norms in the absence of the SLO.
• Reports on security issues in the field or in ACF premises when needed (security Incident Form), during the absence of the SLO.

Assignment /Objective 4: Team supervision

• Assist the Field Manager in establishing the work plan of the logistics department
• Ensure the supervision of all drivers at base, sub base
• Inform the Field Manager and LOG HoD about any issues and change plan of the drivers.
• Providing technical support to the team if necessary

Assignment /Objective 5: Prepare and Process procurements documentation during the procurement process

• Prepare Logistics procurement requests;
• Coordinate with Requesters during request preparation;
• Support the D-LOG HoD-SC and LOG HoD in conducting market assessments in the base and other procurement related tasks.
• Prepare RFQs and monitor bid reception with the support from Coordination Logistics;
• Prepare assessment table and get approvals according to ACF standards;
• Prepare SPO and collects approval and send out to supplier;
• Anticipate the different markets and procedures to be respected according to ACF KitLog procedures as well for specific donors and according to the Coordination logistics instructions;
• Identify Framework Agreements that needs to be produced at Base level to ease purchases and reactivity;
• Prepare the base Purchase Dossiers for Coordination review and validation
• Support the D-LOG HoD-Supply Chain and LOG HOD in preparing PPP and Supply Plan for the base.
• Maintain the supply chain archiving documents, in addition to Link and NAS server.

Assignment /Objective 6: Follow up of all Purchase Requests and contract implementation

• Update Procurement & Contract Follow Up tools;
• Liaise with contractor to ensure compliance with the contract, including initial/kick-off meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to Contractor and Requester for any deviation from the initial contract.
• Organise any required meeting between supplier and ACF regarding contract implementation and contract management.
• Ensure that all documentation required as per contract are provided by both parties;
• Liaise with Supplier / Contractor and ACF Field officers for delivery / transportation
• Collect and review all delivery documentation;
• Prepare payment transaction with all supporting documents after delivery and ensure that payment is done according to contract terms.

Assignment /Objective 7: Manage market assessments and suppliers’ file/database:

• Carry out market and supplier survey on base when requested;
• Update suppliers list and master file for Basra office;
• Prepare supplier evaluation document for D-LOG HoD-SC and LOG HoD approval for pre-qualification;
• Conduct supplier visits as per the logistics process and instructions from Coordination logistics

Assignment/Objective 8 : Reporting & Coordination

• Participate weekly meetings with Program Managers and Field Manager to coordinate future needs
• Be proactive and provide assistance with Field Manager and Program Managers.
• Provide a regular reporting on operational logistics activities to the Field Manager (weekly Sit-rep, Monthly LOG Reports).
• Compile the Stock report, Equipment list, Vehicle fuel consumption, over-speed reports to send to the Field Manager and LOG HoD at the beginning of next month of reporting

Objective/Assignment 9:  Other Miscellaneous Responsibilities

• Respect of ACF Charter, Good Business Regulations and internal rules
• Prepare and submit the Monthly Reports
• Be committed to participate to any other work in order to achieved the project goal

• Can support in case of emergency purchases or any increase of the procurement activities

Any other work duties assigned by Field Manager within scope of logistic issues

Recruitment Criteria: