ABOUT ACTED
ACTED is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams are guided by 4 core values: (1) Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us. (2) Impact: we are committed to having the most sustainable impact on the communities and the people with whom we engage. (3) Enterprising spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges. (4) Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy.
About REACH and IMPACT
REACH was created in 2010 as a joint initiative of two International NGOs (IMPACT Initiatives and ACTED) and the United Nations Operational Satellite Applications Programme (UNOSAT). REACH’s purpose is to facilitate the development of information products that enhance the humanitarian community’s decision-making and planning capacity for emergency, recovery, and development contexts. REACH supports information management for aid actors through three complementary services: (a) needs and situation assessments by REACH teams; (b) situation analysis using satellite imagery; (c) provision of database and (web)-mapping facilities and expertise.
IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organisation manages several initiatives, including the REACH Initiative. IMPACT was launched at the initiative of ACTED, an international NGO whose headquarter is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention.
ACTED’s Greening Strategy
ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:
- Contribute towards the adherence and development of the greening strategy plan.
- Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
- Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes
ACTED PSEAH Policy:
The Logistics Officer has the responsibility to adhere and commit to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment) always. Like all managers and coordinators, they have the responsibility for ensuring that measures to prevent SEAH are implemented and regularly monitored. They should ensure that staff under his/her supervision/management understand and comply with ACTED PSEAH policy and have completed the mandatory training courses according to the Code of Conduct and the PSEAH Policy. The Logistics Officer should promote an environment to help prevent sexual harassment, exploitation, and abuse both at the office and in the field and report any misconducts or SEAH issues appropriately according to ACTED’s procedures.
- Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.
- All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.
- All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behavior outlined in those documents.
- Managers will have a special responsibility to foster a safe environment.
- Misconduct can lead to serious disciplinary sanctions.
Job Purpose
The Logistics Officer will work under the supervision of IMPACT’s Head or HR, HUB, and IT.
IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organization manages several initiatives, including the REACH Initiative. The IMPACT team comprises specialists in data collection, management and analysis and GIS. IMPACT was launched at the initiative of ACTED, an international NGO whose headquarters are based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention.
Depending on the focus area of the successful candidate, they will be responsible for tasks in the two following areas:
1. Procurement, and 2. Asset Management and Logistics Reporting. The successful candidate will be qualified to cover the two areas needed.
Duties and Responsibilities
1. PROCESSES
- Ensure all procurements are implemented in alignment with IMPACT’s procedures and processes (IMPACT’s Logistics Manual, Code of Conduct and related policies, as well as relevant memos).
- Review and validation of Project specific procurement plans (PP) for newly signed / amended country specific projects and lead on the development procurement plans for global/Geneva based projects, in liaison with relevant focal points.
- Maintain and use the IMPACT Suppliers database, support due diligence for suppliers screening.
- Contribute and support regular updates and upgrades of procurement processes, specifically in relation to the use of the IMPACT Supplier’s database, contracts and consultancies, etc.
- Liaise with relevant teams to address any procurement-related request, specifically from finance team, as well as audit and transparency team in relation to audit requests.
- Support and follow up on contractual relationship with implementing partners / consultants when contracted through a procurement process.
2. PROCUREMENT
- Co-responsible for all related procurement for IMPACT, in full compliance with IMPACT’s logistics manual including procurement processes. This includes specifically procurement of laptops for new recruits/internal mobility in a timely manner, software, and consultancies contracts.
- Ensure exhaustive safekeeping of any procurement related documentation on Jira and SharePoint for processes compliance and future audit: procurement requests, quotations, justificative emails, memos, contract drafts, signed documents, etc.
- Based on Project specific procurement plans, anticipate upcoming needs and procurements.
- Manage, review and validate all supplier invoices (excluding travel agent and Geneva office / IT supplier) and follow up on payments with relevant internal counterparts. Coordinate with HQ counterpart to ensure inclusion of any invoice received physically.
3. ASSET MANAGEMENT
- Maintain and update in a timely manner IMPACT’s consolidated global asset follow up list on Core, in close connections with country focal points.
- When necessary, support country Core focal points on the use and updating of Core. Update the list of focal points depending on staff changes.
- Liaise with country focal point when necessary to verify monthly exit forms.
- Keeping track of asset movements and conditions, including shipments, transportation, donations between country teams or between organizations.
4. LOGISTICS REPORTING
- Responsible for all logistics reporting and/or assets related declarations for donors: quarterly inventory, final reports, etc.
- Maintain knowledge, understanding and follow-up of relevant donor requirements and policies in relation to asset management (as well as other elements e.g. stock where relevant.
- Apply relevant reporting rules and processes for each donor and update the processes database when relevant.
5. LIAISON WITH IT MANAGEMENT
- Ensure IT devices are set up in a timely manner and in line with IMPACT IT/DT SoPs including with relevant required software, by liaising with the IT/DT team.
- Maintain the license follow up database and reassign in liaison with IT focal point and finance team.
- Support the implementation of a software utilization policy and ensure follow up of the software justification memos database for audit purposes.
6. GENEVA OFFICE MANAGEMENT
- During leaves of HQ counterpart, ensure follow up of procurement requests related to the HQ office.
- During leaves of HQ counterpart, coordinate with HQ focal point to ensure timely preparation of inductions and daily HQ operations: Rooms booking, badges request, shipments, etc
Skills
KEY PERFORMANCE INDICATORS
- Logistics reports and inventory are submitted on time, according to the donors’ templates and rules, and are accurately reporting assets as categorized by donors.
- Procurement processes are handled accordingly to IMPACT’s processes and duly documented with all the relevant procurement documents.
- Procurement requests are handled promptly within a maximum reasonable timeline, depending on type of procurement.
TECHNICAL SKILLS
- Knowledge of basic principles of any procurement and asset management processes.
- Knowledge of use of MS Word, Outlook, Teams and Excel.
QUALIFICATIONS
- Priority will be given to former staff members who meet the eligibility criteria and qualifications required for the position.
- At least 2 years of work experience in a similar work environment or field of activity, including at least 1 year with an NGO.
- Experience in handling asset reporting to institutional donors, and knowledge of donors’
- guidelines and requirements.
- Fluent in English and good level of French an asset.
- Great resistance to stress and pressure: the position requires regular handling of tight deadlines and specific constraints.
- Patience and ability to handle polite but firm communication around processes and field needs.
- Organized person, with attention to detail and rigor in applying procedures and organizing documentations.
- Good communication: the successful candidate will be working from Amman as part of a global team and should be comfortable with frequent communication with both team members and other staff members.
- Experience with Jira is a plus. Experience with Core is another plus.
