Organisational background:

Action Against Hunger-Horn and Eastern Africa is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger Horn and Eastern Africa is an independent NGO, currently managing operations in Kenya, South Sudan, Somalia, Tanzania, Ethiopia and Uganda. Action Against Hunger-USA has over $60 million in programs, and approximately 1,500 permanent staff based in New York City, Washington D.C, Nairobi, and country offices.

I. Summary of Position

The Logistic Assistant will be responsible for all Logistics functions at the Elberde base level. Support the mission in Implementing the Logistics policies and procedures as per Kit Log and at the same time ensuring effective performance of the Logistics Department while maintaining transparent communication/report to Logistics Officer

Purpose.

Deliver technical support and guidance to the program staff while responsible for all Procurement of goods and services, warehousing, transportation of goods and people, vehicle fleet management, and general logistics support to the program.

Engagement

The Logistic Assistant will work closely with the National Supply Chain Officer, Logistic Manager, Field Coordinator, program team at the base level, local suppliers and Field Logisticians to ensure that the supply chain management activities as per procurement guidelines (Kitlogv3 outline Action Against Hunger (AAH) Manual).

Delivery

The Logistic Assistant will oversee day today procurement and distribution of logistic suppliers, store management, and facilitate timely and quality reporting to internal and external stakeholders.

Essential job duties

• Receive the purchase orders and keep their follow-up up to date;
• Fulfil the quality inspection of the supplies (quality, price, procedure) received from partners & suppliers;
• Follow the management of stocks (storage conditions, reports, expiry date, inventory, correct use of logistics documents);
• Prepare the stock report
• Guarantee that the kitlog procurement procedures are respected;
• File and archive all logistics documents;
• Manage freight from/to the airport up to/from the base;
• Follow-up movements of goods
• Give support to other bases if necessary;
• Play the back-up role for the Logistics Manager whenever this one is absent.
• Remain on stand-by , monitor car movements and maintain radio contacts with the cars and other ACF radio stations;
• Respect the defined communication codes and make them respected by other users;
• Ensure ad interim radio contact in the evenings in the absence the Logistics FO on the base;
• Keep the radio log book up to date (place, date and time of all staff movements) ;
• Transmit messages between bases or with vehicles;
• Communicate messages to their addressees;
• Serve as intermediary with the base or a vehicle when frequencies are weak;
• Ensure that the road books (travel sheets) are respected during travels, follow up, monitor any change and report it to the direct supervisor.
• Ensure maintenance of all equipment : batteries, acid, connections, SVM ;
• Check that ACF frequencies and free space are not used by unauthorized persons;
• Ensure that the radios are always ready for use (high frequency or VHF) : charging of batteries, availability;
• Entrust the radios to those who need them and keep the book of loans up to date.
• Support the Logistics Manager in the maintenance management of equipment;
• Manage the ACF car movements plan in the field;
• Allocate ACF Mogadishu vehicles according to ACF activities
• Ensure PD development and payment processing in the absence of the log manager
• Close PDs in the absence of the log manager
• Upload all necessary documentation in the No Hunger forum properly in the absence of the log manager

II. Supervisory Responsibilities

N/A

III. Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
• Respect beneficiaries’ women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status,
• Value and respect all cultures.

IV. Fiscal Responsibility

N/A

V. Physical demands

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations, which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VI. Working Conditions, Travel and Environment

The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as infectious diseases

VII. Required Qualifications and Professional Experience.

• Diploma in Logistics / Operational / Supply Chain Management, Business Administration or equivalent. Professional qualifications from accredited institutions such as CIPS an added advantage.
• At least two years of professional working experience in a similar position & Humanitarian Logistics sector at a managerial level specifically dealing with International Procurement, Freight, Warehouse management.

VIII. Require Skills & Competences.

• Proven ability in the implementation of large-scale programs.
• High integrity, pro-active, stable, robust character and a good team-player
• Highly motivated, results-oriented, and with well-developed problem-solving skills
• Ability to cope with heavy workloads and to work under pressure to meet tight deadlines
• Excellent communication skills
• Excellent analytical and negotiation skills
• Proven commitment to accountability practices
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
• Knowledge of computers: word processing, database management packages
• Understanding and adherence to the Humanitarian Code of Conduct