Field Logistics Officer (open to Somali Nationals only) – Elbarde – Wajid

Position Title: Field Logistics Officer (open to Somali Nationals only)

Number of positions: 2

Reporting to: Field Coordinator

Duty Station: Elbarde & Wajid, Somalia

Contract Duration: 12 Months

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Summary of position

The Field Logistics Officer will be responsible for all Logistics functions at either of these bases; Elbarde, Hudur, Jowhar, Kismayo, Baidoa, Dollow, Wajid, Garowe. Support the mission in Implementing the Logistics policies and procedures as per KitLog and at the same time ensuring effective performance of the Logistics Department while maintaining transparent communication/report to Head of Department, Logistics.

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 Field Logistics Officer will work closely with the Supply Chain Officer, Head of Department, Logistics, Operations Director, Field Coordinators, 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 (ACF) Manual).

Delivery: The Field Logistics Officer will oversee day today procurement and distribution of logistic suppliers and store management and facilitate timely and quality reporting to internal and external stakeholders.

Essential job roles:

• Implementing a rigorous, accountable, and transparent procurement system compliant with the Action Against Hunger Supply Chain kitlogv3 in Procurement Management, local law, and donor requirements.
• Manage regular procurement tenders for Requests for Quotation in Baidoa offices in collaboration with the Head of Department, Logistics.
• Manage all Purchase Requisitions received from and process the procurements according to the Procurement Thresholds Table, adhering to the procurement lead times as specified
• Ensure that the Procurement follow up is updated in real time and accurate for all requests received under assignment and procurements in process. Specifically,
  • ensure procurements in Link are tracked and PDs closed timely
  • endure PDs are closed and archived on NHF fully up-to DN/invoice level
  • timely feedback to program/requester to sign DNs and computation underspend between value used in link and final invoice amount
  • Weekly BFU report to HOD, Logistics
• Ensure any new suppliers are vetted according to Action Against Hunger policies and updated on the supplier database, capturing comments on performance and contracts issued.
• Ensure feedback from Program colleagues regarding contractor performance is captured on the Action Against Hunger (AAH) database and uploaded onto the Action Against Hunger NHF cloud-based SharePoint archive system.
• Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and investigated appropriately, in line with the Action Against Hunger Code of Conduct and Accountability Framework.
• Coordinate with Supply Chain Officer to ensure that all issues related to Procurement, ongoing contract management is reported and solutions are realized as the problems arise.
• Maintain updated and complete procurement dossier files (in line with Action Against Hunger (kitLogV3) of any ongoing contracts, to be filed in Finance once the contract is closed and submitted for payment.
• Ensure observation of internal controls and maintenance/filing of records as per guidance from Head of Department, Logistics, Country procurement guidelines and any Action Against Hunger Somalia SOPs.

Establish and maintain up-to-date Supplier list (in Excel and NHF) and price catalog in collaboration with Head of Department, Logistics. Having Base Framework Agreements are ideal to achieve this requirement

• Ensure the reception of the goods/items to the warehouse and the distribution to the requester
• Adhere to Action Against Hunger (AAH) Code of Conduct and Action Against Hunger specific procurement procedures within the Supply Chain department.
• Ensure proper management of Asset list.
• Prepare and analyze monthly Logistics report of the Base before the 4th of each month, in good quality and with attention to detail.
• Assist in training and capacity building of the logistics team Provide general logistics training (LINK and KitLog), and refresher training at the Base according to plan or upon request from the Supply Chin specialist and FC
• Coordinate with program staff to ensure logistics involved in the whole program cycle
• Establish and follow up annual procurement plans
• Ensure proper tracking of all orders, purchases, and deliveries
• Ensure that all logistics specific donor rules and policies are understood and respected
• Oversight of all purchase and service contracts to ensure ACF’s interests are protected
• Follow and monitor the day-to-day fleet, warehousing and energy activities in collaboration with the Logistics Assistant
• Optimize all logistics operations to increase cost-effectiveness, including setting up a longer-term agreement for various markets with local contract

Supervisory responsibilities

Security Guards, Casual Workers

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.

Fiscal Responsibility

N/A

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.

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

Required Qualifications

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

Required Skills & Competencies.

• 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
• Understand and adherence to the humanitarian code of conduct