Logistics Associate

Total Positions are 3 for  Shikarpur, Jamshoro and Karachi

Travel requirement

20%

 Position Objective

The Logistics Associate have responsibility for management of supply chain activities at project office base with the support of Log Manager & HOD Log.

The post holder is responsible to oversee the fleet warehouse management, facilitate audits and ensuring effective and accountable logistics support to ACF programs at field level

 Mission 1: Contribute to the definition of mission strategy

Possess excellent understanding and skills in logistics/supply chain management

The Logistics Associate is responsible for:

• Preparing logistics data, tracking sheets/PFU/Supply Plan to update team on regular basis
• Support LM/HOD Log in producing high quality and timely logistics contributions to "proposals" and reports for funding agencies

Mission 2: Coordinate logistics at base level

The Logistics Associate is responsible for:

• Adhere ACF logistics regulations across Pak-Mission, and ensuring compliance with them
• Support on logistical activities at base.
• Ensuring that logistical commitments made to funding agencies are respected and implemented at timely manner.
• Ensure safety standards including electrical standards are maintained at all bases across Emergency Program working areas.

Mission 3: Warehouse Management:

• ·Ensure warehouse maintenance and supplies storage is in accordance with ACF standard and protocols.
• Ensure all the supplies and warehouse management tools and equipment for temperature regulation and backup power are available.
• Ensure all supplies storage and stock management documentation is accurate and up to date.
• Ensure an efficient supplies and drug management system in warehouse, in accordance with Drug Regulatory Authority and ACF standards.
• Supervise received supplies at Shikarpur/Ghotki/Karachi warehouse and look after the dispatch process of supply distribution as per distribution plan and SRO.
• Coordinate with truck rental companies for efficient distribution of supplies.
• Ensure facilities and compound management across all sites; ensuring that adequate security measures, asset maintenance, power and water supplies are carried out. Also ensure facilities and compounds condition are in line with health and safety standards of ACF, and ensure timely rectification of problems/issues
• Production of relevant reports, ensuring accuracy and compliance with ACF set policies

 Mission 4: Travel & Accommodation Management

• Ensure travel arrangements are made as per standard procedures (Travel Request Form completely filled by requestor and validate), coordinate with Travel Company for available options.
• Arrange Hotel or guest houses for staff, visitors or expats travelling. Ensure Hotels are greenlighted by Security clearances.
• Guest house & Travel payments payment must be cleared within agreed credit period with suppliers
• Advise employees about their flight details and hotel booking arrangements and communicate/coordinate with relevant field staff for further arrangements.
• Same day once received finalized travel.
• Prepare weekly/monthly travel plans in accordance with ACF set standards and sharing with staff and log manager & log co.
• Request vehicle and ensure drivers are advised on flight details times for collection or drop off.
• Ensure staff will submit boarding passes after their journey which will be reconcile with payment request to finance.
• Support on logistical activities at base level.
• Timely processing related payments of vendors/suppliers every month

 Mission 5: Fleet Management

• To regulate the use of vehicles.
• Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support from Logistics Manager.
• Monitoring the fuel consumption of vehicles & generator
• Actively enforce the driver regulations and Action Against Hunger SOP’s.
• Review of the log books on weekly bases and to intimate any gap to the Log Manager for improvement.
• Have detail of the time and distance analyses of the intervention area.
• Detail survey of the project intervention to find out the feasible options for fleet and share the report with logistics manager
• Ensure vehicle R&M should be done as per set schedules, availability of First Aid Kits, other kits and fire safety equipment’s are up to date in each office vehicle
• Maintain proper vehicle files which include vehicle registration, tokens, maintenance record, vehicle check list, annual insurance, tracker services and proper reports
• Timely processing related payments of vendors/suppliers every month

 Mission 6: Supply Chain Management

• Review and confirm all procurement requests before processing;
• Ensure that PLs includes all required specifications and supporting documents;
• Overview status of PLs raised in link in compliance with PPP.
• Orientation of new joiners on procurement procedures as well on Link.
• Ensure that all procurement in Link are carried out in line with Kit Log / Donors / PPP validated procedure. 
• Procurement follow - up (PFU) properly filled and utilized for monitoring of all procurements extract from LINK.
• Ensure the timely delivery of material purchased (monitor the lead time for each delivery)
• Conduct market surveys to enhance the market knowledge & ensure updating of supplier data base
• Ensure the frame work agreement for all regular supplies
• Ensure that Supply Plans updated on regular basis
• Complex Procurement: Generate RFQ/RFP as per PL, collect quotes from vendors, create assessment tables and obtain approvals as per procurement guidelines. 
• Coordinate with requester regarding selection of material, quality check at delivery and late delivery
• Coordinate with logisticians to ensure the good delivery into stock, and order the regular supplies on time
• Inform the logistics and the program with procurement progress and seek help when needed
• Keep LINK updated with all relevant information regarding suppliers and markets
• Archive all purchase dossiers (paper and scan versions) after final check. Ensure that all documentation required as per contract is provided by both parties;
• Organize any joint visit between ACTION AGAINST HUNGER and contractor to the delivery sites with Consultation with logistics Manager and Logistics & officer.
• Collect and review all delivery documentation; Prepare payment transaction according to delivery and contract payment terms.
• Facilitate the purchase and delivery of all necessary supplies to the base, including regular travel to various Markets for procurement of supplies.
• Petty cash: - need to reimburse weekly / before issuance of new advance.
• Assist in day to day logistics task as assigned by supervisor.
• Ensure that the invoices have the proper required information in accordance with ACF procedures
• Coordinate with Finance to ensure good follow up of supplier’s payment
• Timely processing related payments of vendors/suppliers every month

Mission 7: Periodic Reporting:

• Ensure the preparation of weekly, monthly, and end of project reports as per set guidelines and time frames
• Ensure submission of vehicle & generator Fuel consumption reports, Procurement Follow-up (PFU), IKD Report, Loan Follow-up, Stock Follow up (SFU) & Medical Stock Follow up (Med SFU), Equipment report, Inventory report, on monthly basis to logistics manager and all relevant program staff.

 Mission 8: Prevent and manage fraud and corruption at base level

The Logistics Associate is responsible for:

To assist identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms

making his/her team aware of the risks of fraud and corruption

alerting the Country Director to cases of fraud and corruption and undertaking corrective action

putting in place and monitoring recommendations arising from the day-to-day control and audits

 Mission 9: ACFs gender equality, child protection sensitivity and Safeguarding policies

• Read and ensure a full understanding of ACFs Gender, Child Protection and other safeguarding policies  
• Implement all work related activities with a gender, inclusion and child protection lens
• Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

Action against Hunger is committed to the prevention of risks related to abuse, sexual exploitation, and the promotion of gender equality and its diversity

The Pakistan Mission encourages the application of women/men/transgender/ disabled workers.

Action Against Hunger's recruitment process is free of charge, no compensation of any form shall be requested from a candidate. 

It reflects the major policies and its charter through its professionalism and impartiality.

If you observe behavior in opposition to these values during this process, please report it to the appropriate teams. 

All persons hired by Action Against Hunger will also be checked for compliance with the "anti-terrorist" lists while respecting the rights of employees and the confidentiality of personal data.

Disclaimer: We are reviewing CVs on a daily basis due to the urgency, and if we find the appropriate number and quality of applicants sooner, the application process may be concluded before the planned deadline.