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  • Posted on: 11 June, 2019 Deadline: 21 June, 2019
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  • ACTED background: 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.

     

    Logistics Officer

     

    Contract Type: Fixed

    Duty Station: Samburu with regular travels to the field

    Starting Date: July 2019

    Position profile

    Under the direct supervision of the Area Coordinator, the Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Samburu, Kenya.

    DUTIES AND RESPONSIBILITIES

    • Procurement Planning and Supply chain management
      • Procurement. Support the Senior Logistics Manager on the national management to:
      • Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;
      • Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;
      • Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the SLM supervision;
      • Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
      • Review & strengthen the Monthly Procurement follow-up, under the SLM supervision, with logistics & program teams.
    • Stock Management
      • Support the periodic inventories, and clear stock discrepancies in a documented manner;
      • Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);
      • Review & strengthen the Monthly Stock inventory report, under the SLM supervision, with logistics & program teams.
    • Fleet and Fuel Management
      • Support fleet reviews, and fleet prospects under the SLM supervision (market surveys, fleet analysis, etc.)
      • Support the implementation of user friendly tools for movements & maintenance planning;
      • Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
      • Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
    • Support logistics documentation
      • Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;
      • Review past documentation in coordination & field offices when needed;
      • Ensure the regular documentation flow from field offices to the coordination office;
    • Asset management
      • Support assets review, and physical inventories;
      • Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
      • Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
    • Communications & IT management
      • Support communication & IT reviews under the CLM supervision;
      • Review & strengthen the Monthly communication costs follow-up; investigate and support solving major over-costs;
      • Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLM supervision;
      • Support the monthly data back-up (server, emails, etc.) as per replication standards;
      • Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
    • Logistics TITANIC
      • Cross-check the overall consistency of all logistics TITANIC reports;
      • Cross-check real data with TITANIC reports under a random strategy, in particular during field visits;
      • Integrate internal & external audits recommendations into the monthly TITANIC review, as well as regular reviews.

    Requested profile

    • 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 5 years relevant experience in procurement and logistics management in INGOs.
    • High level of integrity, commitment and professional responsibility
    • Excellent communication, organization and presentation skills.
    • Computer literate and with excellent IT Knowledge.
    • Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
    • Ability to work efficiently under pressure
    • Ability to work in an unstable security environment moving
    • Ability to work independently and creatively about the land and capital
    • Knowledge of local language and/or regional experience an asset
    • Fluent in oral and written English

    go to method of application »

    Project Manager_ WASH & Agriculture

     

    Duty Station: Samburu County with regular travels to the field

    Starting Date: July 2019

    ACTED background: 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.

    Job purpose: The Project Manager, under operational guidance of the Area Coordinator and technical guidance of the Technical Coordinator [WASH and Agriculture, is responsible for ensuring the overall success of ACTED’s WASH and Agriculture project within the time and resources allocated. The Project Manager oversees field operations and ensures effective and timely completion of activities, delivery of quality outputs and achievement of outcomes with maximum impact for beneficiaries. The Project Manager supervises the project staff in day to day management of all aspects of the WASH and Agriculture project and liaises with relevant internal departments and external partners and project stakeholders.
    Main Objective

    To ensure the overall success of the project, and seeing that deliverables arrive on time, on scope, on budget, within acceptable quality levels, and in line with donor requirements and based on beneficiary needs
    1Duties and Responsibilities

    • Programming
      • Project Planning
        • Develop overall project implementation strategy (incl. the transition/phase out strategy), systems, approaches, tools, and materials;
        • Identify and plan technical skills and requirements to implement the project as per relevant standards;
        • Develop the Work Breakdown Structure (WBS) to organize the various project deliverables and the work required to complete them into smaller and more manageable parts (work package);
        • Create the work schedule by sequencing the work packages and related tasks;
        • Prepare the work plan, which brings together the WBS and the schedule, to serve as a comprehensive and detailed model map for the successful implementation of the project;
        • Organize, plan and lead project kick-off and end of project transition planning meetings, and follow-up on the project-related action points originating from these meetings.
      • Project Implementation Follow-up
        • Control the work plan, monitor the implementation status of the project and update the project progress on a daily basis;
        • Document implementation progress and challenges by regularly updating the Project Management Framework (PMF) and sharing it with country coordination;
        • Ensure that relevant technical quality and standards are considered and respected during project implementation;
        • Operate following the “do no harm principles” in order to ensure projects are safe for communities;
        • Anticipate and mitigate risks and issues, and trouble-shoot any unforeseen challenges during the project implementation;
        • Coordinate and manage changes in project implementation, in particular identifying change needs to occur, reviewing proposed changed, analyzing the impact they have on the project plan, approving/denying requested changes and controlling and updating the scope, cost, budget, schedule, and quality requirements based upon approved changes and in coordination with the Project Development Unit and the Finance Department;
        • Provide regular and timely updates on progress and challenges to supervisors and other team members.
      • Documenting and Compliance
        • Ensure project records and documents, in particular documents that proof completion of activities (beneficiary list, donation certificates, attendance sheets, etc.) are adequately prepared, compiled and filed according to ACTED procedures and donor specific procedures;
        • Maintain a beneficiary master database containing all beneficiary registration and baseline information as well as the activities from which the beneficiaries benefitted ensure the data is protected from misuse in line with ACTED’s data protection policy;
        • Ensure staff awareness of, and respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.
      • Beneficiary Engagement and Accountability
        • Ensure project staff adhere to ACTED’s Code of Conduct and treat all beneficiaries with respect and without any distinction or discrimination based on nationality, race, ethnicity, tribe, gender, religious beliefs, political opinion or disability;
        • Oversee the appropriate, achievable and acceptable selection of project beneficiaries;
        • Develop a communication strategy with communities so that factual, objective and actionable information is provided to project stakeholders;
        • Ensure project stakeholders are empowered to participate throughout the project cycle;
        • Ensure that ACTED’s Complaints and Response Mechanism is communicated to target communities and solve complaints related to the project in coordination with the AMEU.
      • Internal Coordination
        • Organize regular project coordination meetings with the project team;
        • Participate in Weekly Area Meetings (WAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs), and provide updates about implementation progress, challenges, risks, changes in context.
      • External Coordination and Stakeholder Engagement
        • Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design (liaising with the PD unit) and implementation;
        • Coordinate and collaborate with others by cultivating good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings;
        • Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon - rather than replicate - the work of others;
        • Refer unmet needs to other relevant actors;
        • Share externally learning and innovation with communities and other stakeholders.
      • Partner Management
        • Clarify roles/responsibilities as well as expectations, notably in terms of processes to be followed as well as budget, from the start of the partnership in order to avoid issues at a later stage.
        • Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements;
        • Refer partners to relevant ACTED staff to support and/or train them in FLATS procedures where relevant;
        • Lead review meetings with partners, with particular attention given to the relationship aspects of partnership collaboration, and ensure that any issues or disputes are resolved in a timely manner.
      • Security
        • Regularly conduct a context analysis in the project implementation area by identifying and following micro signals (e.g. security indicators, socio-economic indicators) and support the Area Coordinator and the Security Department in preparing the monthly update of SEC-02GZ;
        • Ensure project stakeholders have a good image of ACTED thus increasing the acceptance of ACTED’s presence and activities in the project implementation area;
        • Manage the movement of the project implementation team and ensure that the movement SOPs are strictly respected by the team members;
        • When necessary, negotiate access with local stakeholders.
    • Human Resource
      • Define the structure of the project team and develop project organizational chart within the limitations of the budget;
      • Develop and/or adjust ToRs outlining staff roles and responsibilities in line with ACTED standards;
      • Submit recruitment plan for the project to HR Department;
      • Participate in the recruitment of technical project staff;
      • Ensure that project staff understand and are able to perform their roles and responsibilities;
      • Follow-up the work plans and day-to-day activities of the project staff;
      • Ensure a positive working environment and good team dynamics;
      • Undertake regular appraisals of staff and follow career management;
      • Manage interpersonal conflicts;
      • Ensure capacity building among staff in relevant sectors.
    • Logistics
      • Participate in the procurement planning processes, launch procurements required for the project in a timely manner, and follow procurements closely in collaboration with logistics;
      • Send accurate and precise order forms in a timely manner;
      • Check the quality of the required goods/supplies at the contracting stage as well as at reception point and contribute to procurements committees to finalize suppliers’ selection according to applicable scenario;
      • Follow-up closely project stock levels in coordination with logistics, and monitor pro-actively current, pipeline, distributed and required stock;
      • Participate in effective fleet management through timely and reasonable vehicle requests;
      • Ensure that the project team has adequate assets necessary for performing its duties.
    • Finance
      • Participate in the review of the BFU, and forecast initial and regular costs and cross-check expenditures for projects activities;
      • Forecast monthly cash requirements of the project and submit to AC;
      • Participate in new budget development processes through the provision of expert programmatic advice related to contextual knowledge.
    • Quality Control
      • Participate in AMEU planning processes and actively support the delivery of AMEU activities in line with the project AME framework and AME Manual;
      • Plan and organize internal qualitative assurance checks by the project team;
      • Assess the activities undertaken and ensure efficient use of resources;
      • Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities;
      • Discuss, plan and deliver appropriate corrective actions, including based on AME findings and recommendations;
      • Collect and apply appropriate lessons learnt and best practices to current projects, and ensure these lessons learnt are pro-actively shared with supervisor, the AMEU and other team members to apply them in future project development processes.
    • Grant Management
      • In close collaboration with the Project Development Unit, manage contractual obligations and ensure the adherence to donor procedures;
      • Report regularly on project activities, challenges and indicators through monthly submissions of the PMF and PM report;
      • Contribute to drafting of (external) project progress reports, ensuring the quality and accuracy of technical information provided;
      • Organize, plan and lead the project close-out meeting and follow-up on the project-related action points originating from this meeting
      • Participate in communication activities through the regular collection of pictures and stories related to project activities;
      • Participate in new proposal development processes through the provision of expert programmatic advice related to contextual knowledge;
      • Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication, in coordination with the Project Development Unit.
    • Other
      • Offer technical support and inputs to other projects in similar sectors (e.g. BOQ design);
      • Any other tasks as assigned by the Line Manager.

    Requested profile

    • Master’s degree in international development, rural development or a related field
    • At least 5-7 years of relevant experience in a related position preferably in an international (development) context with good appreciation of agriculture and WASH sectors;
    • Demonstrated experience in WASH and Agriculture management in an NGO/INGO is highly preferable.
    • Able to manage a high workload and meet tight deadlines
    • Good numerical, report writing and administration skills; committed to consultative and servant-minded leadership; able to set clear objectives for staff and to delegate; able to enforce procedures
    • Knowledge and understanding of humanitarian standards
    • Ability to train, mobilize, and manage national staff
    • Flexibility and ability to multi-task under pressure
    • Proven ability to work creatively and independently both in the field and in the office;
    • Good inter-personal skills, commitment and motivation
    • Ability and willingness to travel to other regions where ACTED is operating when requested.

    Method of Application

    Qualified persons with the required skills are invited to submit their applications with the job position on the subject line e.g  “APPLICATION FOR LOGISTICS OFFICER POSITION IN SAMBURU" accompanied by detailed curriculum vitae detailing three work related referees and contacts to kenya.jobs@acted.org and received on or before 5.00PM on 21st June 2019. Do not attach any other documents while sending your applications, if required they will be requested at a later stage.

    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 recruitment.

    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 behavior 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.

    Please note that only the shortlisted candidates will be contacted.

    ACTED is an Equal Opportunity Employer.

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