Key roles and responsibilities’

The Country Logistics Manager (CLM) is a key member of the Management Team at country level. Under the authority of the Country Director/Representative, the CLM is responsible for supply chain management intended to program implementation, as well as for logistical transversal management such as fleet, fuel, premises, assets & communication management. S/He should ensure compliance of all logistics operations in country with Acted logistics & donors’ procedures, best practices & national regulations, with an emphasis given to the value for money principle. He/She will also lead, provide technical support and capacity building to the country logistics staff.
1. Supply chain management
a) Procurement: Ensure that any need should be delivered according to the defined chronogram,
requested quality standards, and proper procurement scenario.
– For any procurement, guarantee the compliance of the supplier selection & related documentation as
per Acted & donor’s procurement guidelines.
– Build the sourcing capacity in the country and in the region, and maintain a supplier database
accordingly.
– Coordinate the procurement cycle across the country with all stakeholders (program, finance,
coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion;
the Senior CLM is in particular arranging Procurement Committee sessions.
– Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.
– Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.
b) Stocks & deliveries: Ensure appropriate storage network & stock management standards
across the country
– Identify & settle warehouses/storage space based on needs.
– Ensure goods transportation means are secured as per needs.
– Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.
– Maintain a regular information across teams about stock levels & expected lead-times.

Manage periodic inventories, stock clearance and investigations over discrepancies.
2. Transversal logistical management
a) Fleet & transportation: Deploy efficient transportation means across the country
– Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to
anticipate budgets accordingly.
– Maintain efficient monthly, weekly & daily planning & movements follow-up tools.
– Identify reliable external transportation companies.
– Control & optimize fleet costs.
– Coordinate an efficient maintenance framework across the country (in terms of operations as well as
in terms of costs).
– Ensure administrative requirements are met toward customs and any other local authority when
transporting goods/staff.
– Organize regular drivers training and refreshers.
b) Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including
quality requirements.
c) Asset: Deploy an efficient asset allocation & maintenance plan across the country
– Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to
anticipate budgets accordingly;
– Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.
– Manage random asset inventories to check the monthly asset follow-up reliability and take the needed corrective actions.
– Manage asset maintenance plans, control & optimize related costs.
– Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of
generators, etc);
– Manage assets donations, obsolescence & replacements over the time in compliance with internal &
external regulations.
d) Premises: Ensure proper working & living conditions for all staff in each premise, always, by
maintaining an efficient general services approach
– Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational,
security, and financial criteria, in close liaison with Country Director and Country Finance Manager.
– Coordinate monthly inventories of other goods.
– Ensure that security & safety guidelines are applied in premises.
e) Communications & IT management: Deploy an efficient IT plan across the country based on
Acted global standards.
– Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance
Manager to anticipate budgets accordingly.
– Control & optimize communication & IT costs.
– Ensure administrative requirements are met toward local authorities for communication means in use.
– Ensure monthly data back-up (server, computers local data, emails, etc.).
– Guarantee that IT security standards are applied, and lead crisis management in country in close
liaison with HQ if required.
– Organize IT staff regular training & refreshers.
3. Compliance & transparency
– Ensure Acted logistics manual is applied across the country and donors’ specific requirements for
logistics & procurement are met

Enforce a zero-tolerance policy regarding corruption and ensure adherence to Acted Code of Conduct
and Anti-Fraud policy.
– Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability &
relevance of data reported.
– Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.
– Organize regular logistics staff training & refreshers internally about Acted procedures, lessons learnt, FAQ, etc. across workshops or field visits.
– Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of
logistics compliance in country.
– Follow-up & update internal & external audit report for logistics.
– Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.
4. Leadership
– Update the organigram of the logistics department according to the mission development;
– Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in
country; identify staff with potential, and contribute to internal mobility strategy;
– Always actively promote strong & structured articulations with all teams for all logistics operations
(program & finance in particular).
– Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset
management, logistics reporting. Ensure the timely & exhaustive review of IPs logistics
documentation.
– Represent Acted with relevant logistics and communication networks, actively building relevant
relationships (logistics cluster, etc.)
– Actively participate in country level coordination meetings by reporting on progress, and risks.
– Contribute to donor proposals, budgets and reports.
– Contribute to Emergency Response planning and Contingency Planning efforts for logistics and
procurement needs and execution.

Required qualifications and technical competencies

At least 2-3 years of working experience in logistics, supply chain management and/or security
management and procedures;
• Ability to train, mobilize, and manage both international and national staff;
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Advanced proficiency in written and spoken English;
• Previous experience abroad is an asset