Logistics Manager
Action Contre La Faim
Total years of experience :13 years, 10 Months
Optimising the logistics response for his/her zone by analysing indicators, making recommendations and providing information updates; Maintaining updates of the logistics capacity in his/her zone and planning accordingly; Making a available all logistical information needed for the elaboration of projects, training and monitoring Program Managers; Putting in place ACF logistical procedures and training and supervising both clients and suppliers in the application of these procedures; Contributing to the Project Procurement Plan at the launch of new projects; Monitoring the Supply Plan; Establishing the Treasury Forecast; Receiving and approving the Procurement Requests and updating the Procurement Follow-Up; Putting in place and arranging for purchases in a timely manner and in accordance with the ACF procedures applying to each purchase (goods, tasks, services, premises); Negotiation and selection of suppliers; Controlling deliveries to bases and programs; Control stock management (storage conditions, reporting, expiry dates) and stock movements; Collecting data on the market and local suppliers; Undertaking or supervising the installation, maintenance and repair of logistical equipment; Maintaining the equipment list at the base; Assessing the needs for logistical equipment and ensuring proportional allocation; Carrying out an inventory and reporting on the state of repairs of property on arrival and departure; Supervision of the energy sources and vehicle fleet management : maintenance, planning, monitoring costs, administrative aspects (insurance, documentation); Supervision of security guards and drivers; Undertaking or supervising the installation, maintenance and repair of equipment; Maintaining the equipment list; Assessing the needs for equipment and ensuring proportional allocation; Putting in place rules for the use of equipment and ensuring they are observed; Maintenance of an effective network, with local input, on contextual and security matters, collection and analysis of information to inform the risk and context analysis undertaken by the Logistics Manager and Field Coordinator; Monitoring the application of security procedures, issuing reminders and alerting the Logistics Manager and Field Coordinator as and when necessary; Analysing the risks in logistical matters and formulating recommendations concerning the selection of partners; Implementing and monitoring the modes of logistics management in the framework of joint projects; Establishing with the partner the logistical aspects of partnership conventions and agreements; Ensuring that the undertakings of ACF and its partners on logistics matters are respected; Playing a role in consolidating the capacities of partners where a need is identified; At base level, taking full advantage of all innovative practices in the management of partnerships; Defining the Human Resources needs in his/her area of activity and producing the organisational chart; Taking part in the recruitment of team; Organising and leading team meetings; Working out and monitoring individual action plans for team members; Managing planning operations, task sharing and coordination of work; Providing for evaluation interviews for team members; Providing technical support to the teams & identifying the training needs of team members; Devising, organising and leading training sessions; Managing difficulties in the team.
Full compliance of administrative activities with UNWFP rules, regulations, policies and strategies; Support to the SO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs); Preparation of administrative team results-oriented work-plans; Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management; Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.; Coordination and supervision of shipments travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies; Presentation of thoroughly researched information for planning of financial resources for administrative services; Support with protocol matters (including airport protocol for Senior UN Official), registration of staff, coordination with local authorities, on space and other administrative matters; Submission of information on administrative services provided for cost-recovery bills; Coordination of assets management in the SO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items; Coordination of the provision of reliable and quality office supplies; Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures; Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary; Proper inventory control; supervision of proper issuance of inventory items and supplies; Review of travel authorizations, documentation, payments; Assistance in the preparation of budget, audit and other reports; Provision of researched information, reports for audit exercises; Maintenance of common services to ensure integrated activities on common services and implementation of reform; Proper planning and tracking of common services budget and of Agencies contributions to the common services account; Organization of training for the operations/projects staff on administration; Briefing to staff members on general administrative matters; provision of advice and administrative & financial support; Sound contributions to knowledge networks and communities of practice; Receive transport requests (LTIs) and check for correctness; Receive truck details from transporters and check for correctness; Liaise with transporters to coordinate dispatches and receipts of food and/or NFIs; Liaise with partners to ensure readiness to receive food; Ensure return of waybills as per the standard operating procedure; Provide real-time updates to the supervisor on the status of all transportation requests; Prepare and submit daily reports on all trucks delivered; Immediately report any problems encountered to the direct manager; Supervise packaging activities, and ensure service provider adheres to WFP’s standard requirements; Ensure that all reporting formats are completed on a daily basis; Notify Logistics Officer of any upcoming shortfalls of Raw commodities; Ensure sufficient packaging materials are available for packaging requirements; Ensure random checks are in place for checking weights on cartons and bagged rations; Ensure that accurate and complete accounting, reporting and internal control systems are functioning; Report on the quality, quantity of the received commodities and ensure that quantities dispatched as per consignor’s documents match with quantities received and endorse documents; Prepare and disseminate daily and monthly stock reports; Supervise all warehouse staff; Identify training needs of warehouse staff.
Maintain appropriate records, reports and necessary documents relating to the Cash Transfer (CT) activities in the area. Provide a variety of statistical information as appropriate. Assumes responsibility in general for the proper management of cash transfers and in particular ensures disbursements, receipts and custody of cash under the CT activities are in line with established guidelines; ensures appropriate internal controls are in place; Prepares periodic reports on activities and financial transactions of the CT activities to the Head of Sub-Office, Project Officer and the Country Office Finance & Administration unit; Reconciles accounts and reports; makes computations, calculations and estimates and prepares basic reports; Assists in the preparation of overall periodic reports, including forms, charts, statistics, etc.; Maintains administrative control records such as commitments and expenditures; initiate and process administrative action relating to travel arrangements, payments, procurement and deliveries of equipment, supplies and inventory; Set up, classify and maintain appropriate files in the office. Ensure proper supplies of materials; manage office premises, vehicles and inventories; Provide assistance to all staff; manage entitlements and benefits, including travel claims, overtime, leave, etc in line with WFP financial and administrative rules and procedures; Ensures functionality of the NGO bank accounts as per CT implementation guideline incorporated in the Field Level Agreement (FLA); review the accounts from time to time and ensure transactions are in order; Follow up on cash withdrawals from NGOs’ bank accounts and the beneficiary group bank accounts and ensure payment to beneficiaries; Work closely with WFP field monitors and programme assistants to verify smooth implementation of cash distribution to the beneficiaries; Ensures that NGOs keep all relevant documentation and updated records of all transactions as indicated in the CT guideline; Assist and facilitate the works of oversight committees in overseeing regular reporting on the predefined financial controls.
Responsible for the fund reimbursement and disbursement procedures to the field offices of Emergency Operation-Cyclone Sidr areas under the guidance of operation support services section; Manage reconciliation and adjustment of the field offices petty cash advances on the basis of WFP corporate policy and the advices received from Finance Unit, Country Office at Dhaka; Manage and maintain the sub office level Sub-Imprest Bank A/c and petty cash and submit the monthly financial statements to WFP Country Office; Full compliance of administrative activities with UNWFP rules, regulations, policies and strategies; Support to the Country Office administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs); Preparation of administrative team results-oriented work-plans; Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management; Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.; Coordination and supervision of travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies; Presentation of thoroughly researched information for planning of financial resources for administrative services; Support with protocol matters (including airport protocol for Senior UN Official), registration of staff, coordination with local authorities, on space and other administrative matters; Submission of information on administrative services provided for cost-recovery bills; Coordination of assets management in the sub office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items; Coordination of the provision of reliable and quality office supplies; Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures; Registration and update of creation of vendor set-up information to Country Office; Proper inventory control; supervision of proper issuance of inventory items and supplies; Review of travel authorizations, documentation, payments; Assistance in the preparation of budget, audit and other reports; Maintenance of common services to ensure integrated activities on common services and implementation; Proper planning and tracking of common services budget; Organization of training for the operations/projects staff on administration; Briefing to staff members on general administrative matters; provision of advice and administrative support; Sound contributions to knowledge networks and communities of practice; Responsible to maintain the overall financial compliance issues under Employment Generation (EG) project of EMOP-10715.0 & EMOP-10788.0 and already managed USD $ 9.0 million cash wage/grant to the project area; Maintain constant liaison with different stakeholders (NGOs' & LGED) at the local level and facilitate proper targeting, both with regard to selection of beneficiaries and identification of activities and solving implementation problems; Trained the Finance staff of sub office level on cash compliance issues as well as NGO Finance Officers (NGO-Save the Children USA, Muslim Aid-UK, Islamic Relief Worldwide, ESDO) how to comply with WFP Administrative & Financial Guideline; Maintaining appropriate records, reports and necessary documents relating to the Cash/Food for Work (C/FFW) & Cash Grant (CG) activities in project area; Reconcile accounts and reports; making computations, calculations and estimates and producing accurate reports that consistent of verification of all related documents.
Oversee buildings, grounds, equipment, and supplies. The duties fall into several categories, including overseeing operations and maintenance, planning and managing projects, and dealing with environmental factors; Handle the office budget and maintenance schedule for supplies, equipment and technological systems; Develop, monitor, and manage an organization’s records; Provide information to executive management in a professionally organized manner, and ensure that employees throughout the organization follow information and records management guidelines; Manage the schedules of the organization’s top executives; Handle human resources related responsibilities such as new-employee orientation, contract and payroll issues; Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; Establishing policies, procedures, and work schedules of the relevant staff; Directing the work of administrative and clerical staff. Experience of effective delegation; Have experience in providing administrative support and office systems within a large complex; Purchasing and distributing supplies. Experience of negotiating with external suppliers to secure the best service deals; Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices; Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results; Provides historical reference by developing and utilizing filing and retrieval systems; Improves program and service quality by devising new applications; updating procedures; evaluating system results with users; Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances; Maintain continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs; Ensure that equipment and machinery are maintained and repaired as necessary; Maintain the security and safety of the facilities with full compliance regulations. Making sure the organization adheres to government laws; Establish an internal security procedure and prepare relevant SOP; Keep an account of the documentation details and every kind of information related to products, sales, support, and cost of the company; Aggressive in executing corporate administrative and operations related decisions to ensure optimum discipline across the organization and business units; Prepare automated control mechanisms to measure and monitor policies and impact of policies.; Possess good observation power. Monitor back office personnel and supervise the performance of assistants, clerks and other staff under the jurisdiction of the Administration Department; Responsible to schedule and coordinate meetings pertaining to administrative issues, incidents, investigations, etc. and provide relevant support an instructions till the conclusion of the exercise; Answerable to interoffice queries and ensure effective data communication to the management; Provide relevant support to the other departments of the organization and manage assigned projects/tasks of the company in relevant business units; Responsible for the training of his subordinates and evaluate their performance in the growth of the organization.
Got star marks with scholarship
