Travel requirement: 30%

Position Objective

To ensure Travel and accommodation, Fleet management, supervision of general support staff (cleaner and drivers), direct/negotiated procurement, responsible for reception activities, stock and inventory management at office & warehouse.

Mission 1: Travel & Accommodation Management

The Logistics Assistant is responsible for:

•  Arranging ticket and hotel bookings for Action Against Hunger staff, update proper Travel Tracker and share with HoD log on weekly basis.


• Ensuring travel arrangements are made as per standard procedures (Travel Request Form completely filled by requestor and validated), coordinate with Travel Company for available options.


•  Arranging Hotel or guest houses for staff, visitors or expats travelling. Ensure Hotels are greenlighted by Security clearances.


•  Making sure that Guest house & Travel payments must be cleared within agreed credit period with suppliers


•  Advising employees about their flight details and hotel booking arrangements and communicate/coordinate with relevant field staff for further arrangements.


• Preparing weekly/monthly travel plans in accordance with ACF set standards and sharing with staff, log manager and HoD Log.


•  Requesting vehicle and ensuring drivers are advised on flight details times for collection or drop off.


• Ensuring that staff have submitted boarding passes after their journey which will be reconciled with payment request to finance.

Mission 2: Fleet Management

The Logistics Assistant is responsible for:

•  Regulating the use of vehicles.


• Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support from HoD Log.


•  Monitoring the fuel consumption of Action Against Hunger vehicles and the skills of the drivers.


•  Actively enforcing the driver regulations and Action Against Hunger Travel SOP’s.


• Conducting detail survey of the project intervention to find out feasible options for fleet and share the report with logistics manager.


• Ensuring 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


•  Maintaining proper vehicle files which include vehicle registration, tokens, maintenance record, vehicle check list, annual insurance, tracker services and proper reports

Mission 3: Supply Chain Management:

• Review and confirm all procurement requests before processing;


•  Coordinate with Project and program managers during request preparation;


•  Ensure that PR includes all required specifications and supporting documents;


•  Facilitate Program department in making Procurement request;


•  Collect information from procurement request for request for Quote, prepare assessment table and obtain approval according to ACTION AGAINST HUNGER Standards procedures.


•  Arrange Procurement Committee Meetings in consultation with Logistics department for bidding, taking minutes of meeting during and recording of discussions & recommendations made by the committee.


•  Ensure that all documentation required as per contract is provided by both parties;


• 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.


• Updating of PFU accordingly.


•  Ensure timely disbursement of vendor/supplier bank cheques/pay order etc.

Mission 4: General office administration and assisting CD for coordination of administrative tasks

•  Facilitation to Country Director for organizing signatures of official documents. Collect documents from all departments and ensure documents IN / OUT are managed from CD file.


•  Answer switchboard and redirect calls as required.


• Greet visitors and advise relevant staff member of their arrival.


• Ensure reception area is kept clean at all times.


• Ensure meeting room is cleaned after meetings.


• Maintain Diary for meeting room and ensure room suitably prepared for meetings.


•  Maintain stock of stationary, office cleaning material and kitchen groceries


•  Be responsible for issuing stationary and ensuring stocks always available


•  Arrange the TCS once got form any department & maintain IN/OUT dispatch register.


• Petty cash: - need to reimburse Weekly / before issuance of new advance.


• Ensure to have proper kitchen, office, guesthouse are in line with set hygiene standards of ACF


•  Receiving of mail by fixing date/stamp/sign


• Processing payments within agreed time frames

Mission 5: Reporting

·        Ensure to prepare reports on set standards, time frame and quality which includes; Fleet Management reports, Generator running reports, Stock follow up SFU, Inventory.

Mission 6: Supplier/Vendor Management

•  Ensure that supplier database is maintained at capital level, and update on regular basis, identification of demand markets and assist team for expansion of supplier data as and when required


• Conduct market visits to capture market trends, availability of commodities


• Conduct supplier performance on annual basis in support of log manager and log HOD.


•  Identification of potential risks associated with suppliers and markets, flag up immediate reports in case of any conflict of interests or disputes.

Mission 7: 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.

Skills and resources needed to perform the function:

•  Strong project management skills


• Substantial experience in Humanitarian responses


•  Excellent coordination and interpersonal skills


•  Able to analyze and summarize complex technical and contextual information


•  Fluent in English, reading writing and speaking. Fluency in local language of the program implementation area will be preferred


• Excellent computer skills


• Team management skills


•  Ability to handle stress and pressure


• Master's Degree in Logistics, Business, Engineering or other related field, Minimum 03 years OR Bachelor's degree in Logistics, Business, Engineering or other related field with minimum 05 years

Relationship

Internal

•  Deputy Country Director


• Hod. Log Co, /Log Manager


•  Technical HoDs


• Program Development Coordinator, Manager, Officer


• HR, Finance,

External

• Project Implementing Partner


• Government Departments (Ministry of Health, Provincial Health Departments, PDMA, DDMA)


•  Vendors/Suppliers This Job Description may evolve according to the needs of the mission and in view the ever changing scope of your designation

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.