MISSION
ACTED is an international non-profit NGO based in Paris, France with operations in more than 35 countries in Europe, the Middle East, Asia, Africa, Latin America and the Caribbean. ACTED’s mission is to provide immediate humanitarian assistance to those in need while creating long-term opportunities for sustainable growth. ACTED operates in contexts of natural catastrophe, armed conflict, and socioeconomic crisis. For more information: www.ACTED.org
WORK OBJECTIVE
The FLATS assistant will help to ensure compliance with logistics procedures in accordance with ACTED and donor internal policies at the Puerto Ayacucho base in Amazonas, providing support and acting as a link between the logistics and finance department.
The FLATS assistant will work under the direct supervision of the logistics officer and the base manager and, in coordination with the different departments of the Caracas central office and the area coordinator.
CHAIN OF COMMAND
Under the authority of:
Logistics officer
Base Manager
Area coordinator.
Country Director.
Logistics Manager
LABOR RELATIONS
Internal relations:
Base Manager
Area coordinator.
Country Director.
Finance Manager
Administration and HR manager
Logistics manager
Support department officers.
External relations:
Local authorities.
Candidates.
Acted implementing partners.
Providers.
FUNCTIONS
Shopping
Support all purchase processes: application form, quotes, purchase memo, purchase order, contracts.
Sometimes it can act as a focal point with suppliers.
Preparation and monitoring of procedure (PRO-03 Supplier Database).
Preparation and monitoring of procedure (PRO-10 OFFU).
Ensure procurement documentation is archived and archived in accordance with
Acted procedures.
Ensure that purchasing records are approved by the finance and coordination logistics departments.
Stock Management
Stock management and maintenance.
IN & OUT process management (STO-05, STO-01, STO-03).
Control the procedures for receiving and sending goods (DEL-01; DEL-02).
Use and maintain the inventory format (STO-02) and carry out a monthly inventory.
Asset management
Support the preparation and control of the asset list (AST-05).
Support the preparation and monitoring of communications (COM-02).
Check that each of the assets is labeled and registered in AST-05.
Check that the documentation of the assets is in the corresponding folders and in accordance with the Acted procedures.
Make sure you have equipment available and in good condition at each new arrival and ensure delivery of them.
Make sure that all personnel have returned their assets when they finish the mission.
Transport
Ensure the maintenance and safety of vehicles, as well as people who use vehicles.
Ensure that AST-03 (roadmap) and fuel log are completed) –
Reports
Support in sending monthly and weekly reports.
OFU meeting: every Friday (logistics and finance come together to review each state of purchases in competition).
Support the sending of TITANICS (monthly logistics report): 05 of each month (ast 05, ast 06, sto 02, it06, it 07, acted ghg_assessment tool, pro-03 supplier database, com-02 monthly communication report)
Coordination between programs and FLATS.
Ensure a common dynamic between the support and program departments to achieve the best possible execution of activities.
Periodically sensitize and remember procedures, supporting purchase planning and anticipation of requests.
Raise awareness and ensure compliance with the Acted code of conduct to providers.
REQUIREMENTS
Mandatory:
Graduated Professional Degree (a) such as logistics, administration, industrial engineer, related careers.
At least one (1) years of experience as a logistics or administrative auxiliary. Preferably in an international NGO.
Experience in proven organizational skills.
Experience working in multicultural work environments
Microsoft Office Package Domain
Soft skills: dynamism, autonomy, high attention to detail, responsibility, teamwork, assertive communication, results orientation, transparency, flexibility.
Desirable (not mandatory):
Administration Experience.
CONDITIONS
Contract for the provision of services for 12 months with the possibility of renewal according to
budget availability and performance.
Workplace: Face-to-face at the ACTED office in Puerto Ayacucho.
Professional Fees according to the Scale of the organization.
Puerto Ayacucho – State of Amazonas
How to apply
Register your application at the following link:
The application must include: PDF file with resume (maximum 2 pages) and a cover letter detailing your aptitude and interest for the position offered. If you like, you can include references that you consider relevant in the framework of this application.
Only shortlisted candidates who meet the established requirements will be contacted to continue in the selection process.
Application deadline: 08/05/2024
https://forms.gle/U4uPodhXR5bZX9Nz7
Given the urgency of the petition, ACTED reserves the right to close the recruitment process
before the deadline if the candidate was selected.
