Organization: Agency for Technical Cooperation and Development
Country: Kenya
Closing date: 31 Jul 2016
Department: Logistic
Position: Country Logistic & Security Manager- Kenya and Somalia
Contract duration: 12 months
Location: Nairobi- Kenya
Starting Date ASAP
I. ACTED
Since 1993, as an international non-governmental organization, ACTED has been 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.
We go the last kilometer: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.
With a budget of 164 million EUR in 2014, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 8 million beneficiaries with 400 international staff and 4,300 national staff.
II. Country Profile
Capital Office : Nairobi
National Staff : 76
Areas : 6 (Samburu, Baringo and Mandera in Kenya and Gedo, Baidoa and Lower Juba in Kismayo)
On-going programmes : 5
ACTED launched its Kenya mission in January of 2008 with an emergency assistance program for residents in Nairobi slums affected by the post election violence. Since 2009, Nairobi has also been the home base of ACTED’s relief operation in South-Central Somalia.
In 2015, ACTED has been delivering emergency as well as long term development programming across the Arid and Semi-Arid Lands and is focussed on Early Warning, Disaster Risk Reduction and Resilience interventions. Main activities have included strengthening its Community Managed Disaster Risk Reduction (CMDRR) and improving and integrating community and County Early Warning Systems (EWS). A special emphasis has been placed on its work with the County Governments and the National Drought Management Authority (NDMA) in order to improve coordination, financing, information sharing, dissemination and learning on emergency preparedness and response.
In 2015, ACTED’s operations in Somalia are focused on Food Security, Livelihood, WASH, and Multi-sector Resilience programming. ACTED has the capacity to deliver immediate emergency programming and longer term development, incorporating Social Safety Net and Disaster Risk Reduction components. ACTED is a leading player in the delivery of cash transfers programming.
ACTED’s interventions aim to support those districts which are underserved, difficult to access, and display high levels of vulnerability. ACTED is operational in Bay, Gedo and Lower Juba Regions. In some of these areas, ACTED is the only INGO present and therefore high security risks are experienced because of Al Shabab presence.
III. Position Profile
Under the authority of direct supervision of the Country Director, key responsibilities include:
Department Management
1.1. Responsible for recruitment, capacity building and appraisals of logistics staff
1.2. Provide technical support and guidance to field offices on the development of procurement plans, including demand analyses, market assessments, and logistics planning at country and area level
1.3. Represent ACTED with relevant logistics and communication networks, actively building relevant relationshipsProcurement management
2.1. Establish a rigorous, accountable and transparent procurement system in strict compliance with ACTED’s Logistics Manual, local law and donor requirements
2.2. Undertake regular market studies, set up and regularly maintain a database of local suppliers, including track records of past performance
2.3. Assist in establishing and implementing procurement plans with all Project Managers
2.4. Enforce a zero–‐tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Ethical Procurement GuidelinesFleet Management
3.1. Ensure all ACTED vehicles are regularly serviced and maintained
3.2. Oversee the allocation and daily availability of vehicles
3.3. Ensure proper recording on fleet management (e.g. log books, fuel consumption etc.) according to ACTED’s Logistics Manual
3.4. Analyse and monitor vehicle usage and running costs to maximise efficiency, prevent fraud and ensure timely program implementation
3.5. Supervise drivers and ensure adherence to transport and relevant safety standards in compliance with ACTED’s Country Security Management Plan
3.6. Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, and set movement rules which are adapted to the local
3.7. Ensure operational follow-up of movements.
3.8. Ensure all generators are properly operated and regularly maintainedAsset Management
4.1. Ensuring all assets are tagged and listed in the asset management list at the time of procurement with an asset file created for them and that a regular monitoring system is in place
4.2. Organise the installation of heavy equipment and assets and train staff on their operation & maintenance
4.3. Ensure the implementation of regular asset verificationDelivery Management
5.1. Ensure systematic process of delivering items from the capital/suppliers to field locations, ensuring full control of movement and receipt of items
5.2. Ensure administrative and custom requirements are adhered to
5.3. Ensure proper quality control at expedition and delivery points
5.4. Identify reliable companies for the transportation of stock and ensure their adherence to ACTED Ethical Procurement GuidelinesStock Management
6.1. Assume overall responsibility for all ACTED warehouses and stocks through the oversight and monitoring of effective stock management systems;
6.2. Identify and equip warehouses for the safe and secure storage of ACTED supplies
6.3. Ensure regular inventories and spot checks are conducted
6.4. Produce stock movement reports according the ACTED Logistics ManualCommunication & IT Management
7.1. Ensure documents and licenses with regards to Satellite phones, Mobile phones, V/HF radios are available and up-to date
7.2. Analyse and monitor communication equipment usage and running costs to maximise efficiency, prevent fraud and ensure reliable and constant communication services
7.3. Organise the installation of communication and IT equipment and train staff on their operation & maintenance
7.4. Oversee the effective functioning of the IT system in all office and guesthouse facilities, ensuring that IT infrastructure and support is in place
7.5. Ensure proper data back-up and protection systems are in place
7.6. Ensure compliance with the ACTED global IT standardsLogistics support to other departments
8.1. Liaise and cooperate with the Senior Management Team and Project Managers on logistics and procurement matters
8.2. Actively participate in country level coordination meetings by reporting on progress
8.3. Lead coordination between the logistics team and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation
8.4. Provide regular updates to area and programme teams on supply chain status (in particular order form, procurement and delivery follow-up)
8.5. Support the Administration & HR departments in premises management and maintenance
8.6. Contribute to donor proposals, budgets and reports
8.7. Contribute to Emergency Response planning and Contingency Planning efforts for logistic and procurement needs and execution including establishing appropriate framework agreements with relevant suppliersSecurity Management
9.1. Draft and regularly update the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ
9.2. Draft Standard Operating Procedures (SOPs) adapted to the local context
9.3. Draft regularly update and ensure preparedness (check contingency kits, first aid kits etc.). to evacuation and contingency plans in capital and support Area Coordinators in developing contingencies
9.4. Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)
9.5. Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)
9.6. Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
9.7. Produce real-time incidents report (using Form SEC-03)
9.8. Attend security coordination meetings and update Country Director and HQ on current security issuesReporting and Compliance
10.1. Ensure ACTED and donor compliance rules and requirements are adhered to
10.2. Ensure timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual
10.3. Assist the HQ and Regional Audit teams in the preparation of external audits
10.4. Prepare regular, timely and accurate logistics TITANIC reports
10.5. Prepare and send security TITANIC on a monthly basis to the Country Director and HQ Security Department.
Perform other duties as requested by Country Director
IV. Qualifications:
• At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;
• Extensive experience in logistics and/or security management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage both international and national staff
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Willingness to work and live in often remote areas under basic conditions;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English
• Knowledge of local language and/or regional experience highly desirable
V. Conditions:
- Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
- Additional monthly living allowance
- Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)
- Transportation costs covered, including additional return ticket + luggage allowance
- Provision of medical, life, and repatriation insurance + retirement package
How to apply:
Please send, in English, your cover letter, CV, and three references to jobs@acted.org
Ref: CLM/KEN/SA
