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1- Jordan: Logistics volunteer – Amman
Volunteership | 6 months | ASAP
ACTED
Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.
ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.
We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year reaching over 20 million beneficiaries.
ACTED Jordan
Through its coordination office in Amman, ACTED is working in Jordan to meet the needs of the refugee populations in the country, with a shift from lifesaving activities to long-term livelihoods programming. ACTED also provides support to Jordanian host populations and local actors, also affected by the challenges faced by the country, ensuring all can access basic services. In Za’atari camp, Azraq camp and Mafraq, ACTED teams play a key role in the management and coordination of refugee camps, support to informal tented settlement populations and provide emergency assistance to ensure people’s access to food, water and hygiene and sanitation facilities. More broadly, ACTED works with municipalities and community organizations to build capacity and promote sustainable solutions.
You will be in charge of
1. Contribute to improve logistics processes in country
Procurement
- Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;
- Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;
- Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the CLM supervision;
- Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);
- Review & strengthen the Monthly Procurement follow-up, under the Country Logistics Manager (CLM) supervision, with logistics & program teams.
Stocks & deliveries
- Support transportation means review, and handle market survey if needed under the CLM supervision;
- Support the logistics staff capacity building toward stocks & deliveries documents, tools & processes;
- Support the periodic inventories, and clear stock discrepancies in a documented manner;
- Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);
- Review & strengthen the Monthly Stock inventory report, under the CLM supervision, with logistics & program teams.
Fleet, transportation & fuel management
- Support fleet reviews, and fleet prospects under the CLM supervision (market surveys, fleet analysis, etc.)
- Support the implementation of user friendly tools for movements & maintenance planning;
- Review & strengthen the Monthly Motorized asset report under the CLM supervision, with logistics teams.
- Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).
Asset management
- Support assets review, and physical inventories;
- Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
- Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).
Communications & IT management
- Support communication & IT reviews under the CLM supervision;
- Review & strengthen the Monthly communication costs follow-up; investigate and support solving major over-costs;
- Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLM supervision;
- Support the monthly data back-up (server, emails, etc.) as per replication standards;
- Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)
Logistics TITANIC
- Cross-check the overall consistency of all logistics TITANIC reports;
- Cross-check real data with TITANIC reports under a random strategy, in particular during field visits;
- Integrate internal & external audits recommendations into the monthly TITANIC review, as well as regular reviews.
2. Train logistics & other staff to logistics procedures & tools
- Under the supervision of the CLM, maintain a training schedule over 6 months for logistics & other staff about logistics processes, procedures & tools, according to priorities agreed with CD, HQ Logistics & Audit departments;
- Ensure that all trainings courses are aligned with ACTED logistics procedures & tools;
- Ensure daily staff training during any task completed, with the final objective to empower logistics & other staff about logistics processes;
- Support the formalization of logistics rules & tools, under the CLM supervision (memo drafting, flow charts, etc.).
3. Support logistics documentation
- Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;
- Review past documentation in capital & field offices when needed;
- Ensure the regular documentation flow from field offices to the capital office;
4. Upon request support logistics operations
The Logistics Volunteer might be requested to replace a Country Logistics Officer/Area Logistics Officer in case of his/her absence, under close supervision of the CLM; or to support emergencies, high workload periods, or any specific situation that would require an unusual workload in logistics. In case of CLM absence, the Logistics Volunteer will support the management of logistics teams, and the continuity of all logistics processes, under close supervision of the Country Director.
Expected skills and qualifications
- Postgraduate diploma in relation to the position
- Ability to work efficiently under pressure
- Ability to work in an unstable security environment moving
- Willingness to work and live in often remote areas under basic conditions
- Ability to work independently and creatively about the land and capital
- Knowledge of local language and/or regional experience an asset
Conditions
Status : volunteer
- Living allowance of 300 USD
- Lodging and food provided in the ACTED Guesthouse
- Flights tickets in and out + Visa taken in charge by ACTED
- Provision of medical and repatriation insurances
You will be in charge of
- Contribute to the development and updating of the consolidated M&E work plan and M&E frameworks for all ongoing projects;
- Contribute to an effective roll-out of M&E collection and reporting systems to all staff and partners through training, site visits, manuals, and other technical support as needed;
- Assist in the development of the ToRs and mission plans and carrying out assessments, monitoring and evaluations (baselines, mid-terms, endlines) as reflected in the ToR and mission plan;
- Assist in the development and implementation of appropriate data collection and analysis instruments, methodologies (e.g. survey questionnaires, focus group discussions, key-informant interviews) and data/information dissemination/utilization plans;
- Assist supervising of data collection activities as reflected in the mission plans;
- Assist maintaining electronic and/or paper-based MIS systems for tracking and reporting all quantitative data and information;
- Analyze AME data and produce reports, factsheets with useful statistical analysis and presentation (charts, tables, histograms, box plots) as necessary in a timely manner;
- Assist measuring and reporting on qualitative and quantitative input, process, output, outcome, impact, objective, and goal-level performance indicators for all projects;
- Contribute to organizing and facilitating learning events in order to capture best practices and lessons learnt when a project closes or as required;
- Assist documentation and sharing the lessons learnt and best practices on time and ensure that the knowledge gained contributes to the improvement of projects and influence the strategic development of future projects and activities;
- Contribute to the implementation of the beneficiary Complaints and Response Mechanism (CRM) for the country mission in line with ACTED standard beneficiary CRM procedures;
- Provide regular and timely updates on progress and challenges to supervisors and other team members;
- Participate in M&E-related conferences and workshops when possible and stay up to date of best practices and new knowledge created in the field of M&E;
- Perform any other related activities as assigned by immediate supervisor.
Expected skills and qualifications
- University Degree in Political Sciences, Public Administration, International Affairs, Economics or a related field (anthropology, sociology, statistics)
- Knowledge of field-based data collection methods
- Design, Monitoring and Evaluation experience in humanitarian/development settings will be an asset
- Excellent written and verbal communication skills
- Ability to work well under pressure
Conditions
Status : volunteer
- Living allowance of 300 USD
- Lodging and food provided in the ACTED Guesthouse
- Flights tickets in and out + Visa taken in charge by ACTED
- Provision of medical and repatriation insurances