Main Objective: The Logistics assistant is responsible for coordinating, consolidating, and ensuring smooth implementation of and adherence to logistic and security procedures and provides logistical support to the Nutrition / Food Security / Water and Sanitation programs on an ACF base in ACF mission.

TASKS AND RESPONSIBILITIES:

Objective 1: 

• Deal with purchases
• Centralize and register the bases’ internal purchase orders 
• Check the purchase orders : accuracy of orders, budget lines, expected delivery date
• Register the orders in the order reporting 
• Deal with the orders according to ACF procedures 
• Prepare the necessary documents : order forms or purchase orders and have them approved by those in charge 
• Purchase the articles that have been ordered  and respect the logistics procedures of ACF 
• Keep inquirers informed on the advancement of their orders 
• Organize and follow the delivery 
• Deal with the quotation requests
• Keep the “order reporting” up to date 
• Keep archiving of Purchase dossier, cost estimates and contracts up to date

Objective 2: 

• Manage information from suppliers/transports/service providers etc.
• Keep the price catalogue up to date 
• Update vendor list on regular basis

Objective 3: 

• Support Logistics Officer inPayment/Invoice Processing
• Process Vendor’s Invoices by monitoring discount opportunities
• Coordinates purchasing details with supplier  including pricing revisions, order cancellation and invoice discrepancies
• Oversee the payments and controls expenses by receiving, processing, verifying, and all reconciling invoices
• Reconciles processed work by verifying entries and comparing system reports to balances
• Resolving Supplier purchase order, contract, invoice, or payment discrepancies and documentation
• Check invoices 
• Transfer the approved invoices to the accounts department for payment to suppliers

Objective 4: 

• Archiving/documentation
• Keep archiving of Purchase dossier, Supplier Purchase Order, Agreement Form, Assessment table, Framework Agreement, cost estimates and contracts up to date
• Ensure compliance of logistics procedure as per ACF kit log rules, donor requirements and GoNstatutory regulations
• Proper filing and recording of hard copy of all logistics documents
• Maintenance of the sufficient, adequate and relevant supporting documents
• Constantly review the accounting codes, the project codes and the budget codes
• Performing risk assessment procedures to assess audit risk 
• Maintenance of the sufficient, adequate and relevant supporting documents
• Filing all the documents according to contract and budget line
• Prepare scan and hard copy files for audit
• Prepare the files to be sent to headquarters

Objective 5:

• Keep the vehicles available for instant use
• Plan the movements of vehicles
• Manage the office fleet
• If necessary find external transport solutions
• Manage the stock of spare parts and their consumption
• Ensure proper tracking of movement is done

QUALIFICATIONS AND REQUIRED SKILLS:

• Intermediate’s degree in Procurement, Logistics Management, Art and Finance or any other related fields
• Preferably 1 year of experience
• Professional Certification/Qualifications in Purchasing & Supply Management will be an added advantage
• Must demonstrate computer literacy and proficiency in the use of MS Office applications and management of supply chain databases. (Excel, Access) 
• Good social and negotiation skills along with business acumen essential
• Ability to work under pressure and achieve deadlines
• A pro-active person with initiative
• Excellent oral and written communication skills in English and Nepali
• Ability to work under pressure
• Ability to set and manage priorities
• Able to do other duties required by the supervisor

VACANCY REF: ACFLOGKALA

Contract Type: Fixed Term Contract
Contract End Date: End December 2016 (With possibility of extension)
Basic Salary per month: NPR 23,422 plus (Accommodation allowance which depends on localized/delocalized staff, transportation allowance, provident fund benefit and festival bonus as per company rules)

TO APPLY:

Interested Nepali applicants with suitable skills are requested to submit an application letter, updated CV with two referees through email: [email protected] by 22nd August 2016. The Vacancy Reference must be mentioned in the subject otherwise the application will be disqualified. Only shortlisted candidates will be contacted for further process. ACF Nepal reserves the right to reject any or all applicants and ACF provides equal opportunities for all candidates. 

Telephone enquiries will not be entertained.