Reach Logistics Assistant at ACTED

Position profile

Under the supervision of the REACH Country Coordinator, ACTED Nairobi Finance/Admin Officer and the REACH Field Specialist, the REACH Logistics Assistant is responsible for providing Finance, Logistic, Administration and Compliance support to REACH assessments in Nairobi; with anticipated travel to field locations as required. In order to ensure internal and external transparency, proper presentation for internal/external audits, follow up of the system and procedures; the Compliance Assistant will follow with direct collaboration of FLAT (Finance, Logistics, Admin and Transparency) to set up a proper and regular follow up of REACH FLAT system and FLAT folders.

The REACH Logistics Assistant shall be responsible for:

• Set up a Proper/regular communication with FLAT team in Nairobi, Mogadishu and across REACH and ACTED field offices;
• Gather the documents needed for projects FLAT folders: link with base Logistics for the delivery of documents, with base programming for the distribution of documents, and with base finance for the settlement of contracts;
• Focal point for REACH finance, logistics and administration, including in-country procurement
• Keep the FLAT folders updated, and ensure that information on contracts is shared with FLAT team;
• Respect ACTED standard FLAT folder system;
• Arranged and duplicate FLAT folders and send to ACTED capital office on regular basis;
• Check the consistency between national project’s implementation and administrative documentation;
• Ensure that the relevant administrative documentation is completed throughout the implementation of projects;
• Prepare requested documentation and reports for the preparation of internal or external audits;

Internal audit (based on Coordination approval)

• Audit and assess the FLAT system, procedures and mechanism in ACTED/ REACH Somalia bases monthly;
• Make sure ACTED standard FLAT system is implemented in relevant departments in all bases;
• Prepare recommendations in the case of irregularities or weaknesses;
• Ensure that the recommendations are followed;
• Prepare a Monthly Audit/FLAT report to Audit Department/HQ Audit team;

Requirements

• Bachelor Degree in Purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.
• At least 2 years relevant experience in procurement and logistics management in INGOs.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Strong people management and leadership skills;
• Experience and willingness to travel to Somalia

· Excellent communication skills.

· Demonstrated experience in logistics and or financial administration.

· Ability to manage varied workloads, and deal constructively with stress and working long hours.

· Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

· Fluent in Somali language, fluency in written and spoken English an advantage