Paid Internship in Logistics at ACTED in Jordan

ACTED offers an internship in logistics and is looking for an enthusiastic person to join the team in Amman for 2019. 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.

Responsibilities include:

Procurement:

1. Contribute to maintain the national supplier database up-to-date and to nourish it from existing contracts, as well as market surveys.
2. Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams.
3. Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos and contracts if needed, deploying operational plans under supervision.
4. Support the efficient and exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.).
5. Review and strengthen the Monthly Procurement follow-up, under supervision, with logistics and program teams.

Stocks and deliveries:

1. Support transportation means review, and handle market survey if needed under supervision.
2. Support the logistics staff capacity building toward stocks and deliveries documents, tools and processes.
3. Support the periodic inventories, and clear stock discrepancies in a documented manner.
4. Support the efficient and exhaustive circulation, filing and archiving of stocks and deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.).
5. Review and strengthen the Monthly Stock inventory report, under supervision, with logistics and program teams.

Fleet, transportation and fuel management:

1. Support fleet reviews, and fleet prospects under supervision (market surveys, fleet analysis, etc.).
2. Support the implementation of user friendly tools for movements and maintenance planning.
3. Review & strengthen the Monthly Motorized asset report under supervision, with logistics teams.
4. Support the efficient & exhaustive circulation, filing and archiving of fleet and transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).

Asset management:

1. Support assets review, and physical inventories.
2. Review and strengthen the Monthly asset follow-up per project code, budget line, with a clear location and user for each asset; investigate and document any loss or damage.
3. Support the efficient and exhaustive circulation, filing and archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

Communications and IT management:

1. Support communication and IT reviews under supervision.
2. Review and strengthen the Monthly communication costs follow-up; investigate and support solving major over-costs.
3. Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under supervision.
4. Support the monthly data back-up (server, emails, etc.) as per replication standards.
5. Support the efficient and exhaustive circulation, filing and archiving of communication and IT documentation (lease agreements, security assessments, etc.).

Logistics TITANIC:

1. Cross-check the overall consistency of all logistics TITANIC reports.
2. Cross-check real data with TITANIC reports under a random strategy, in particular during field visits.
3. Integrate internal and external audits recommendations into the monthly TITANIC review, as well as regular reviews.
4. Train logistics and other staff to logistics procedures and tools:
5. Under supervision, maintain a training schedule over 6 months for logistics and other staff about logistics processes, procedures & tools, according to priorities agreed with other departments.
6. Ensure that all trainings courses are aligned with ACTED logistics procedures and tools.
7. Ensure daily staff training during any task completed, with the final objective to empower logistics & other staff about logistics processes.
8. Support the formalization of logistics rules and tools, under supervision (memo drafting, flow charts, etc.).

Support logistics documentation:

1. Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff.
2. Review past documentation in capital and field offices when needed.
3. Ensure the regular documentation flow from field offices to the capital office.
4. The Logistics Intern might be requested to replace a CLO/ALO in case of his/her absence, under close supervision; or to support emergencies, high workload periods, or any specific situation that would require an unusual workload in logistics. In case of supervision's absence, the Logistics Intern will support the management of logistics teams, and the continuity of all logistics processes, under close supervision of the Country Director.

Qualifications:

1. Postgraduate diploma in relation to the position.
2. Ability to work efficiently under pressure.
3. Ability to work in an unstable security environment moving.
4. Willingness to work and live in often remote areas under basic conditions.
5. Ability to work independently and creatively about the land and capital.
6. Knowledge of local language and/or regional experience an asset.

Benefits:

1. Living allowance of $300 .
2. Lodging and food provided in the ACTED Guesthouse.
3. Flights tickets in and out and visa taken in charge by ACTED.
4. Provision of medical and repatriation insurances.

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