Position: Logistics and Administrative Officer Sebha
Contract duration: 6 months, renewable
Location: Sabha
Starting date: ASAP
- Background on ACTED in Sebha
ACTED is an independent non-governmental organization operating in Libya since 2012. ACTED works under multiple pillars in the whole of Libya. ACTED’s work in Sabha has grown significantly over the past 6 months, and a number of new projects are on the horizon for 2021. ACTED is now looking for a new support officer to ensure the smooth running of administrative and logistical tasks within the Sabha base, to facilitate the efficient implementation of project activities.
- Responsibilities
- General
- Commit to the humanitarian principles of strict neutrality, religious and political impartiality and non-discrimination;
- Report and clarify any work-related issues and challenges to supervisor in timely manner;
- Respect time including to work, meetings, deadlines and other reasonable requests;
- Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
- Commit to honest, high quality work in all aspects of responsibilities;
- Be solution-driven;
- Consider safety and security in the field, and immediately report all incidents to the security focal point;
- Management of the base facilities
- Ensure maintenance of the premises (office/guesthouse), offering an adequate working environment for all ACTED team;
- Manage interactions with the owner of the premises;
-
Execution of Logistic Duties
- To spot gaps in the set up of the Office/ GH of the base and start procurements in consolidation with Base Manager Tripoli and after his/her approval
- To conduct all procurements under Scenario A and B of Logistic Manual;
- To ensure to respect ACTED procurement procedures for each purchase
- To find and Prepare the list of successful suppliers in Sebha Base
- To ensure fair and transparent selection of suppliers in each procurement;
- Facilitate all procurements of running cost for the base
- Delivery Follow up/ Stock Management
- To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
- Communicate and provide the purchase delivery documents with Finance for supplier’s payments;
- Transport Management
- to plan weekly and daily movements of the fleet in Sebha in order to facilitate good services to the program teams
- make sure all cars are operational and in good and safe condition through daily checks and the organization of repairs
. Asset Management
- to plan the utilization of ACTED assets
- to make sure all assets are in good condition and serviced regularly
- to keep the asset list updated
- To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
- To create and or update the Order form follow up folders (open order form to be placed in this folder)
- To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
-
Execution of HR/Admin Duties
- Following preparation of the premises in close collaboration of logistic department
- Updating all rented house contract and sending the original copies to capital.
- Preparing invoices for advances and monthly payment of rents to finance for owners
- Preparing the agreements with government and people.
- Register all the In and Out letters in ACTED office and follow with relevant department
- Managing and controlling employee’s attendance sheet+ mission, vacation and sick leaves, Sending scans of documents by the end of each month to Tripoli office, and sending the hardcopies to Tripoli office on a quarterly basis .
- To apply the ACTED rule and regulation in office and sub offices.
- Supervision of support departments (when available)
- Review, check all administrative docs i.e. contracts, bills, vouchers, etc., sign the necessary logistic documents only according to authorization and PoA in place;
- Ensure smooth flow of communication between the program team in Sebha, and the FLATS team in Tripoli.
- Maintain strong communication with ACTED Country Office in terms of management and implementation of system, FLAT procedures and programs;
- Ensure support team’s work is compliant with ACTED internal manuals and procedures, conduct regular check to identify possible gaps or breach in procedure follow-up and advise Compliance Officer of necessary training and support needed at the field office level;
- General
- Commit to the humanitarian principles of strict neutrality, religious and political impartiality and non-discrimination;
- Report and clarify any work-related issues and challenges to supervisor in timely manner;
- Respect time including to work, meetings, deadlines and other reasonable requests;
- Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
- Commit to honest, high quality work in all aspects of responsibilities;
- Be solution-driven;
- Consider safety and security in the field, and immediately report all incidents to the security focal point;
Undertake any other tasks as reasonably assigned by supervisors.
- Qualifications
- Master degree in administration or similar
- 1 year experience in the INGO sector necessary
- Experience in office management and administrative processes
- Strong knowledge of Sebha and Southern Libya context
- Strong communication skills
- Ability to work under stress
- Being a strong team player
- Ability to exercise initiative, problem-solving and to maintain strictest confidentiality.
- Ability to establish and maintain positive and cooperative relationships with colleagues, institutional partners and beneficiaries
- Excellent computer skills, particularly Microsoft Office, required.
- Arabic and English speaking and writing skills mandatory.
- Submission of application
A CV with 3 references, and cover letter should be submitted in English no later than 08/10/2020 to the following email address: Tripoli.jobs@acted.org
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