Logistics Officer

Information

Common information

Acted has been operating in Kyrgyzstan since 1999, working to address the country’s main challenges by fostering opportunities for sustainable and inclusive development, especially for remote and marginalized communities. Over the years, Acted has built diverse sectoral expertise and used participatory approaches to build resilience across an array of sectors. As a result, Acted has long standing partnerships with communities, government agencies, civil society and international development partners. In line with Acted's global "3Zero" Strategy: Zero Exclusion, Zero Poverty, Zero Carbon, Acted in Kyrgyzstan works on strengthening civil society and good governance, gender equality, green economy and sustainable development, natural resource management and climate change adaptation, disaster risk reduction, preparedness and emergency response. 

Representative Office of Acted in Bishkek, is looking for qualified staff to fill the vacant position of "Logistics Officer" to perform transparent and efficient procurement and logistics management for Acted programmes in all over the Kyrgyzstan.

Qualification requirements

• Bachelor’s degree in economics, Business Administration, development studies or another relevant field;  

• At least 5 years of experience in procurement/logistics department.   

• Prior work experience in implementing international/donor funded projects, preferably EU projects; 

• Experience in procurement planning & asset management; 

• Good communications skills, ability to work in a team, and personnel management skills; 

• Commitment to ensuring accountability and transparency in all activities and decision-making; 

• Good problem-solving skills, well organized and detailed oriented; 

• Ability to analyze and interpret data, identify errors and prepare reports; 

• Fluency in English, Kyrgyz and Russian; 

• Proficient use of Microsoft Office and computer software skills; 

• Autonomous, flexible, solution-oriented and motivated. 

Duties

General objective 1 of the position: The Logistics Officer’s general responsibilities include the general supervision of the following for all Acted projects in Kyrgyzstan: 

• Procurement management 

• Fleet and Fuel management 

• Asset management 

• Delivery management 

• Stock management 

• Security management 

• Training of Staff and local partners on Acted procedures 

In addition, the Logistics Officer bears overall responsibility for all assets purchased and/or belonging to Acted and for the enforcement of Acted’s procurement, logistics and security management guidelines and rules in the Central Office and the area offices. 

The Logistics Officer’s specific responsibilities include to perform direct management of the logistic team in Bishkek and coordinate the activities of the logistic department in the area offices in liaison with the Country Director and/or Area Coordinators and Managers by: 

• Ensuring that the logistic staff complies with attendance requirements (making sign the attendance sheet on a daily basis) 

• Assessing the quality of the work of all logistic team under his/her responsibility 

• Organising the monthly and weekly work of the logistic department 

2. General objective 2 of the position: To perform relevant capacity development on procurement and logistic management to Acted staff and logistic team as well as newly recruited staff. 

• To ensure quality and timely logistic support to all Departments at the area level 

• To provide logistic support to the Heads of Department for the organisation of trainings and workshops 

• To prepare, launch and follow-up tenders on behalf of Acted after approval by the CR, as provided for by the procurement guidelines; 

• To supervise the timely delivery of stocks purchased for rehabilitation project to the field 

• To supervise the execution of all printing and publishing activities as well as donor visibility events outsourced and performed in-house in coordination with the relevant Department managers; 

• To ensure full compliance of Acted procurement and supply activities with the guidelines and procedures on procurement implemented by Acted’s donors  

• To define and draft internal guidelines and procedures on procurement and supply management in coordination with Acted Headquarter as well as specific Acted donors’ procedures and guidelines; 

• To define and draft procurement plans, tender documents for Acted programmes; 

• To follow-up on the observance and enforcement of Acted guidelines and procedures on procurement and supply management by Acted staff. 

• To perform efficient, transparent and timely procurement of quality and functioning equipment and delivery for Acted programmes: 

• To prepare, fill in; collect and follow-up Order Forms and Purchase Order. 

• To prepare, launch and follow-up tenders on behalf of Acted after approval of HQ; 

• To perform needs assessment and bid evaluation in coordination with Acted technical teams; 

• To organise relevant meetings for bid evaluation and contract awarding in compliance with Acted guidelines and procedures on procurement and supply management as well as with specific donors’ procedures and guidelines; 

• To supervise the importation of procured items and ensure consignments reception and storage of the procured items in compliance with the Acted requirements and local rules and regulations; 

• To supervise delivery and/or donation of the procured items; 

• To coordinate the procurement and supply management activities with the Country Director and/or Area Coordinator and the logistic department in Acted area offices. 

3. General objective 3 of the position: To perform accurate and efficient asset and stock management for Acted in Kyrgyzstan: 

• To supervise the reception of orders, their custom clearance and delivery. 

• To perform equipment management (allocation plan, supervision of maintenance and verification of its proper use, regular inventory and renewal). 

• To manage stocks and follow-up of waybill 

• To ensure accurate monthly inventory follow-up and consolidated asset management follow-up by project and by donor 

• To ensure proper maintenance of Acted rented premises including offices and guesthouses as well as follow-up of the equipment stored in the rented premises 

4. General objective 4 of the position: To perform accurate, efficient and cost-efficient fleet and fuel management  

• To ensure proper, rational and cost-efficient transportation of Acted staff and equipment for the need of project implementation; 

• To improve the efficiency of Acted transport system across the country, 

• To supervise transportation vehicle maintenance follow-up, fuel consumption follow-up of all rented and purchased vehicles and generators,  

• To prepare consolidated reports of the following contributions from area logistic assistant: monthly fuel consumption report, monthly running cost report per car and maintenance cards. 

5. General objective 5 of the position: To perform accurate, efficient and cost-efficient communication management 

• To improve and properly maintain Acted’s communication management by 

• Reviewing existing equipment, personnel and procedures. 

• Oversee the management of communication assets. 

6. General objective 6 of the position: To ensure enforcement of security measures applicable to the mission: 

• To serve as an officer in charge of security for Acted in Kyrgyzstan; 

• To implement security rules and evacuation plan of the mission and control over their observance. 

• To gather, analyse and spread information affecting the security of Acted’s programme by: 

• Check and evaluate security personnel (Guards, drivers and radio operators) and provide updates on security situation and applicable Acted rules. 

7. General objective 7 of the position: Other responsibilities 

1. To supervise the control over the logistic expenses and running costs of Acted projects: 

• To supervise the regular assessment and control of the running costs of assets and communication costs,  

• To supervise the regular control over the overall state of vehicles; 

• To supervise gasoline/diesel/ stock availability and consumption. 

2. To suggest improvement and relevant changes in the logistic management system to the CD 

3. To contribute to new project development by providing technical support to the Coordination  

4. To ensure accurate filing of all processed documents, particularly:  

• Purchase contract follow up and all necessary supporting documents from suppliers 

• Deliveries follow-up.  

• Assets file updated with all necessary supporting documents (vouchers, technical manuals, repair documents) 

• Collecting all repairs and fuel consumption costs from all area offices and issuing a summary sheet of fuel consumption and repair cost. 

• Collecting a copy of log book from each area office every month. 

• Updating car rent follow up. 

• Checking the allocation follow-up in coordination with the Head of Finance. 

Provide any support for the good functioning of Acted whenever requested by Acted Management 

Conditions

All interested candidates are required to submit CV and Cover Letter in English explaining their motivation to apply to Acted with the subject line “Logistics Officer” and three references to the following email: kyrgyzstan.jobs@acted.org. The deadline for applications is 23:59 p.m., September 29, 2024. 

Acted is an equal opportunities employer. Female and minority candidates are encouraged to apply.  

Acted offers a competitive remuneration and benefits package, including comprehensive medical insurance, and opportunities for regional and international travel, training and promotion.