Responsibilities

1.       Procurement and supply chain management

• Must assess all the IT, Energy and Communication materials’ need on the bases;

• Submit request for appropriate setup in the country office under his responsibility to / Country Logistics Manager and prepare PRO_02_Order Form upon validation;

• Ensure that request is tracked down with Procurement Assistant/officer inform in timely manner all requesters;

• Follow up of delivery to requester in coordination with Logistics assistant (Stock/Transport);

• Warrant for submission of all necessary documents of property during supply chain management (AST-04_Asset Reception Sheet).

   

1. Assets and Property Management (including premises)

    

   
   

   1. Asset Management

   
   
   
   

• Account for the overall compliance with assets, properties and premises management procedures;

• Supervise the safety and effective use of all ACTED assets and properties in the office;

• Verify and direct the maintenance and repairs of assets and properties in timely manner;

• Assess the need for additional equipment and obtain authorisation from Country Logistics Manager;

• Must submit all equipment / premise requests with appropriate format to / Country Logistics Manager or PRO_02_ Order Form).

  
  

   

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   1. Asset Documentation

      
      

       

   
   
   
   

• Account for the overall compliance with assets, properties and premises management procedures;

• Regularly verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, AST-05_Monthly ASSET  Follow Up);

• Controls that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);

• Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated;

• Files must be archived according to ACTED internal procedures and FLATS requirements;

• Files must be accessible at all times to Country Logistics Manager and any FLATS auditor;

• Control that tags and identification of Assets are clear for all equipments kept in the bases of his area;

• Control and consolidate at country level the AST-05_Monthly AST Follow Up report, to be sent to Area Country Logistics Manager on monthly basis, every 3rd of the month.

3.       Delivery (Transport) interaction

• Coordinate with logistics assistant (transport) for any Asset / Equipment transported or transferred to and between bases;

• Gather information and appropriate documents from delivery to the requester (DEL-01_Waybill copy and AST-04_Asset Reception Sheet signed).

  
  

   

1. Telecommunication and Information Technology Management

• Accounts for the overall compliance with the Communication and IT procedures;

• Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;

• Suggests new possibilities in term of networks and email communication system to the Area / Country Logistics Manager;

• Take responsibility to visit ACTED bases in case of problems in computer issues (e.g. Emails, network problems...) through submission and validation of Mission Leave Request form;

• Manage all staff computers and e-mail back-ups on monthly basis, cleans all un-necessary data such as movies, videos, music that are not properly filed in a unique file under “Personal data”;

• Reports to Country Logistics Manager any Personal file that would be larger than 1Go;

• Install any software for staff based on office need upon approved decision by Area Logistics Manager/Country Logistics Manager.

• Ensure the repairing and maintenance of any internet or communication problem on the basis of activity under his responsibility;

• Report any issue, misuse, potential risk for the assets and equipment’s to Country Logistics  Manager through a Memo (ACTED template);

• Manage and secure effective use of the entire telecommunication and IT system;

• Regularly control of the server (if applicable), use and security;

• Take responsibility for Monthly Back Up that must be stored on separate source (External Drive);

• Manage the office’s telecommunication costs;

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1. 5.  Hardware Management

• - Repair and Maintenance of all IT related equipment (Laptop, Printer, Desktop etc) 

• Assess and conduct technical check of all IT equipment and share report for the assets

6.      Procedures and Reporting

• Comply with all the reporting requirements from Area Logistics Manager / Country Logistics Manager;

• Present the monthly reports as required according to ACTED guidelines, every 3rdth of the month;

• Make sure that the FLATS files are updated and well documented;

• Provide the AST Monthly equipment Follow Up report updated on weekly basis every Friday at 400pm to Area / Country Logistics Manager, including the following information:

• • All IT assets / equipments;

  • All Energy / Transport equipments;

  • All Communication equipments;

  • Main recommendations regarding setups of the bases under his responsibility;

  • Identify the priorities of overall IT requirements for the bases and submit suggestion to Area / Country Logistics Manager.

  • Note:"Minorities,disabled are highly encouraged to apply"