Country Logistics and Security Manager

Agency for Technical Cooperation and Development (ACTED), Yemen

Applications Close: 30 Sep 2013

Contract duration: 6 months
Starting Date ASAPI. Background on ACTED
ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non discrimination.
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris,
France, ACTED now operates in 30 countries worldwide, with over 200 international and 4000 national staff. ACTED has a 100 million € budget for over 350 projects spanning 8 sectors of intervention; including emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.acted.org.
II. Country Profile
Capital Office : Saana
Areas : 3 (Saana, Ibb, raymah)
On-going programmes: 8
Bugdet : 1.5 M€ (2012)
ACTED has been present in Yemen since early 2012, and implements activities in the central-western and central-southern regions. The presence of ACTED in Yemen has been anchored to the governorates of Ibb, Raymah and Ad-Dhalee, where the organisation has been virtually the only international actor directly implementing activities.
At the end of 2012 and based on the identification of previously uncovered needs, ACTED expanded its implementation area to two districts of Hodeidah Governorate. ACTED now aims at further expanding its humanitarian assistance by opening two additional bases: one in Taiz and one in Aden. The latter will notably serve as a base for future assessments and programming focused on conflict affected populations in southern Yemen.
ACTED has been working in the sectors of Agriculture & Food Security (e.g. distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g. income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include distribution of food vouchers, which are rapidly becoming the key component to the future of ACTED’s interventions in the country.
Through its active involvement in coordination mechanisms, ACTED has been a lead agency in the provision of humanitarian assistance in the three governorates in which it operates. The organisation is for instance the WASH Cluster focal point for Ibb Governorate.
ACTED’s key donors in Yemen are presently USAID/OFDA, USAID/FFP, and ECHO.

III. Position Profile
Under the direct supervision of the Country Director, key responsibilities include:
1. Logistical Management

1. Logistical management of Mission premises: Oversee the furnishings of premises (offices and guesthouses); Supervise maintenance and repairs of premises;
2. Provision and replenishing of office supplies: Identify needs in stationery and office supplies; Establish a follow-up procedure for the stationery store; Undertake purchases and storage of supplies;
3. Financial Management: Manage the expenses for the logistical department ; Provide documentary justification of expenses to the Country Finance Department;

2. Procurement, Stock Management and Suppliers

1. Database of Local Suppliers: Undertake a market study; Set up and maintain a database of local suppliers, detailing criteria of quality, price, service, ethics etc;
2. Follow up of Procurement Procedures, conforming to procurement guidelines Undertake quotations or launch Calls for Tender; Purchase goods, draft contracts; Receive merchandise and oversee the customs procedures for imported goods; Check the condition and nature of goods received as required by the contracts; Manage the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures;
3. Management of Stocks and Supplies: Identify warehouses for storages, ensure premises are furnished and made secure for use; Establish tools for stock management; Undertake periodic inventories; Manage stock movements and distributions of goods in the framework of project implementation;

3. Management of the Vehicle Pool and Transportation

1. Management of the Vehicle Pool: Organise the allocation and daily availability of vehicles; Establish tools for vehicles follow-up: log books, technical check-ups etc. Ensure the maintenance of and undertake a monthly inventory of the vehicle pool; Calculate and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the CFO;
2. Transportation management: Identify companies for the transportation of stock; Elaborate and follow a timetable of stock delivery for projects; Complete and file waybills ; Organise and oversee loading and unloading of goods; Ensure administrative and custom requirements are adhered to;

4. Management of Technical Equipments

1. Management of the IT Network: Organise the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems); Identify suppliers of Internet access and negotiate service contracts; Ensure back-ups of information and files are kept on the server; Ensure the maintenance and undertake a regular inventory of IT equipment;
2. Management of Communication equipment: Organise the installation of communication equipment: telephones, HF and VHF radios; Train staff in the use of such equipments; Ensure the maintenance and undertake a monthly inventory of communication equipment; Calculate and check the monthly communication cost of each base (telephones, e-mail, Internet), in coordination with the CFO;
3. Management of Power supplies equipment: Organise the installation of equipment: generators, solar panels etc; Train staff in the operation of such equipments; Ensure regular maintenance and undertake a monthly inventory of equipment;

5. Department Follow-up

1. Team leadership: Update the organigramme and ToRs of the logistics department according to the mission development; Oversee the team and undertake appraisals of directly supervised colleagues; Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department;
2. Internal Procedures and Information Flows; Develop relevant management procedures within the team; Improve information flows within the department and with other departments and projects

6. Security

1. Serve as security focal point 
2. Ensure all new staff are accurately briefed on security procedures; 
3. Provide all staff with regular security briefings and updates and ensure that all staff follow security procedures; 
4. Ensure that ACTED’s security management plans are relevant and constantly updated as appropriate and that all staff know their roles and responsibilities; 
5. Liaise with UN agencies, NGOs and other external actors to gain security information and analysis in the region; 
6. Conduct regular security and risk assessments for all operational areas 
7. Write regular security management reports with situational analysis and recommendations; 
8. Ensure that field communications needs are met and that staff are trained in the use of radios and other communications equipment as necessary.

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 (French in francophone posts/Spanish in Central American posts);
• 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 : LOG/YEM/SA