Job Description

Action Contre la Faim is an International Humanitarian Organization established in 1979 with the mission to save lives by combating hunger through prevention, detection and treatment of malnutrition, in particular during and after emergency situations caused by conflict and natural disasters. Action Contre la Faim provides coordinated responses in nearly 50 countries including Yemen globally within 7 field of expertise which includes Nutrition and Health, Water, Sanitation and Hygiene, Food Security, Mental Health Care Practices, Gender and Protection, Advocacy, Risk and Disaster Management and Research.
ACF has been operational in Yemen since 2012 and is operational in 4 bases (Aden, Hodeida, Al khokha and Sanaa). The mission implements its activities which are centred on 3 sectors, Nutrition and Health, Water, Sanitation and Hygiene (WASH), Mental Health and Psychosocial Support and Protection (MHPSS-P).
For more information please visit our website. https://www.actioncontrelafaim.org/en/missions/yemen/

Job Title:  Logistics Manager
Location:  Aden
Contract duration: until 30 September 2024 with possibility of extension 
Basic monthly salary (taxable): 2303$ to 2753$ based on experience salary calculation (excluding other benefits offered by the organization)
Direct Line Manager: Field Coordinator
Technical Manager: Logistics Head of Department 

Position Summary

Implement logistics policies for the bases, Contribute to the mission Logistics strategy and ensure good logistical performance and provide the best possible support to the emergency and post emergency programs. In charge of the overall management of the logistics, Procurement under the supervision of the Supply Chain Manager/DHoD, General Services and ensuring the coordination with other ACF department and the representation. 

Tasks and Responsibilities

Objective 1: Implement and ensure the performance of the supply chain

• Clarify Logistic needs to answer to emergencies with the team
• Initiate procurements with his/her team to provide in a timely manner and good quality/price ratio logistic items required 
• Ensure conformity with ACF procedures at each stage of the supply chain (Kitlog 3 & donor logistic processes requirements and Middle East guidelines of ACF)
• Implement logistic follow up and monitoring tools (as per Kitlog 3)
• Ensure performance in respect of costs, quality and timeliness in the supply chain (purchasing, transport, stock) throughout his/her zone
• Make sure to provide high quality reporting on his/her area of activity
• Make sure the log department works proactively with the other departs.
• Contributing to the Project Procurement Plan at the launch of new projects in coordination with Supply Chain Manager, Supply Chain Coordinator and Head of Department.
• Monitoring the Supply Plan in coordination with Logistics manager, Supply Chain Coordinator and Head of Logistics Department.
• Establishing the Treasury Forecast for bases and Aden and AKK offices.
• Supervising the approval of the Procurement Requests and the update and monitoring of the Procurement Follow- Up.
• Supervising the set up and organization of the purchases in a timely manner and in accordance with the ACF procedures applying to each purchase (goods, tasks, services, premises)
• Supervising the negotiation and selection of suppliers
• Collecting data on the market and local suppliers, Markey surveys, make sure Framework Agreements are in place for repeated goods and services, conducting prequalification where applicable, follow up on existing contracts, and renewing well in time.
• Controlling deliveries to bases and programs
• Control stock management (storage conditions, reporting, expiry dates) and stock movements.
• Make sure updated SFUs are being shared with all PMs and Field Coordinator, highlight critical items before expiry and end of the grants, properly report In Kind Donation (inclusive of reception note, distribution records such as Releases, final report), Report IKD on monthly basis. 
• Conduct Physical counts for warehouses on a Quarterly and Annual basis, and ensure proper tracking is available systematically from reception to delivery.

Objective 2: General Service’s management

• Follow up of premises and vehicles fleet (Quality of services, providers focal points, KPVI, reporting)
• Follow up on energy activities (for both premises and programs) when no Infrastructure manager in coordination with the GSO.
• Implementation of environmental measures concerning fleet and premises management in line with Logistics Strategy 2022-23.
• Mission Technical support  
• Strengthening of proposals / Innovation….
• Contribute to the improved action plan for Fleet management in the South
  • Vehicles Fleet activities are monitored
  • Improved anticipation and needs definition
  • Daily management is strengthened
  • Drivers
    • Standard training package for the drivers (ACF / rentals) are developed including eco driving skills 
    • The work of rental drivers is framed (Instruction, working conditions…)
  • Environmental impact is taken in consideration
  • Complaints mechanism
    • Complains mechanisms are improved (ACF internal + cars providers)
• With the support of HQ Energy unit, a water and energy consumption follow up is set
  • Recycling of office waste is assessed and implementation is done (if feasible)
  • The maintenance of AC in ACF building and cars avoid to use of prohibited gas

Objective 3: Contribute to security management

• Contributing for the assessment  with the Field Co and Access and Security Officer  the security context at the local level
• working with the Field Co on the definition of a local security plan
• Putting in place security guidelines for the bases and ensuring their proper applications.   
• Create and maintenance of an effective network with local input, on contextual and security matters, collection  and analysis of information to inform the risk and context analysis undertaken by the Field Co
• Security briefing and training of ACF teams in the absence of security officer/manager

Objective 4: Setting in place and following up collaboration and coordination in logistics with in the mission and partners (if applicable)

• Analysing risks in logistical matters and formulating recommendations concerning the logistics issues based upon (Logistics Assessment Tool-LAT)
• Establish Regular meetings within the team, Field Coordinator, PM’s, Supply Chain Manager, ICT, Energy and HoD Logistics
• ensuring that the undertakings of ACF and its partners on logistics matters are respected
• playing a role in consolidating the capacities of partners where a need is identified
• At the base level, taking full advantage of all innovative practices in the management of partnerships

Objective 4: Manage the Logistics team in the bases

• day-to-day management of his/her team (guidance, follow-up, motivation)
• evaluating the performance and developing the skills of his/her team members
• Defining the Human Resources needs in his/her area of activity and producing the organisational chart of his/her team in coordination with Field Co and HoD Logs.
• Taking part in the recruitment of his/her teams
• Organising and leading team meetings
• Working out and monitoring individual action plans for team members
• Managing planning operations, task sharing and coordination of work
• Providing for evaluation interviews for team members
• Providing technical support to the teams
• Identifying the training needs of team members
• Ensure timely submission of Monthly Logistics reports for South, consolidated and accurate.
• Devising, organizing and leading training sessions including sessions for the PMs and non-log team
• Managing difficulties in the team

Additional Responsibilities

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task;
• Conduct all duties in a professional manner in accordance with ACF Safeguarding Policy, Code of Conduct, Internal Rules and Regulations, mandate and charter of principles including promotion of gender equality.
• The employee is also required to remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills to promote strong safeguarding practices, and conduct duties in a manner consistent with the mission Safeguarding Policy.

Required Qualification, Skills and Experience

Qualifications

• University/college Bachelor degree in Supply Chain ,Business Administration, Public Administration, Finance, Commerce, Economics, Engineering (Mechanical, Civil, Electronics)

Work Experience:

Minimum three-year professional experience in a similar position, preferably in a non-profit organization. UN setup, corporate sector.

Skills and Competencies

• Demonstrated team management and leadership skills
• Solid communication skills in English and Arabic, both written and verbal
• Previous experience in Humanitarian logistics
• Organizational, planning, mathematical, analytical and critical skills
• Results-oriented and process-driven
• Superior attention to detail
• Computer skills: advanced command of Excel
• Integrity, honesty, and overall good attitude and team spirit
• Experience in an INGO and familiarity with the humanitarian principles would be an asset.

Safeguarding Commitments

Action Contre La Faim has a zero tolerance to all forms of violations of Child and Adult Safeguarding and the Code of Conduct by staff. In the process of recruitment, selection and appointment ACF implements a range of procedures and actions to ensure children and vulnerable adults are safeguarded and abuse is prevented.

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, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status;
• Value and respect all cultures.