Objective 1

Supervision, Monitoring and Management of ICT

Tasks & responsibilities

·    Ensure proper Cleaning of all ICT materials, Computers, Laptops, Mobile phones, Scanners, printers, Networking devices, server, Exchange machine, CCTV etc. and to monitor stock of ICT cleaning materials.

·    Follow maintenance of the network in all offices (Capital & Fields).

·    Follow-up internet connection accounts (Nayatel & PTCL) quality and payments (Monthly invoices).

·    Follow-up of Bio-metric attendance system and entries and deletion of accounts as per staff status (ACF employee or left)

·    Follow up the back-up system, do backup for shared computer and make sure each user makes backups

·    Ensure good record keeping of smart phones issued to user. Ensure temporary allocation forms are signed at the time of handing over of mobile phones.

·    Ensure that data equipment such as computers and printers are working well before being sending to the field.

·    Perform routine data back up each month and upgrade anti-virus to all computers (Window updates) etc according to ACF IT Standard.

·    Ensure photocopying machines are operational through routine checks and repairs follow up with supplying company as per FWA and advise LogCo about level of services received from companies engaged with ACF.

·    Ensure CCTV & telephone Exchange machine are working and follow-up with the service providers.

·    Regular submission of monthly IT equipment list and IT consensus report to LogCo and IT section at HQ level (ACF – France) on monthly basis.

·    Test all ICT equipment received from supplier and raise received note (RN) prior to putting them in use and release to end user.

·    Provide coaching in the use of IT equipment and software to the staff at time of induction and orientation.

·    Ensure proper documentation of all assets & equipment’s release to any user and loan to internal or external parties.

Objective 2

Supervision, Monitoring and Management of  Equipment and Inventory Management

Tasks & responsibilities

·    Follow-Up of Equipment Register and all assets inside the mission.

·    IT Equipment’s maintenance and repair in Mission.

·    Make sure all IT Equipment’s in the missions are maintained and repaired according to the ACF procedures

·    Ensure that ID cards are opened after purchase of any new equipment and equipment tagging is done immediately to ensure good tracking system.

·    Inform finance for the new items purchased for insurance purposes

·    Prepare any technical items to be sent to the projects and ensuring it is in good working order with the necessary transport documents through the right channel as per nature of equipment and sensitivity.

Objective 3

Supervision, Monitoring and Management of Procurement

Tasks & responsibilities

·    Working closely with the mission technical teams and the Logistics Co-ordinator to ensure projects are effective, completed on time and within budget.

·    In close collaboration with the Logistics Co-ordinator ensure the organization, implementation, of KLV 3.5, ensuring adherence to applicable donor procedures.

·    Together with the Logistics Co-ordinator ensure the logistics aspects in the proposals (assessment of logistic needs, evaluation of the costs and feasibility for the supplies, draft of the procurement planning & logistic budget).

·    Support the Logistics Co-ordinator on the performance of logistics audits and subsequent Donor reporting.

·    Support the Logistics Co-ordinator in the development of the Pakistan mission logistics strategy.

·    Procurement Request for all logistics needs at capital will be raise and followed.

·    Update PFU (Procurement follow up) Tracker and ensure all information are captured.

·    Ensure that all procurement done by following good business practices (ethics) and the value for money principles at the field level.

·    Devise / suggest the procedures for smooth on time procurement at field level.

·    Provide feedback to field and program teams regarding procurement capital level.

·    Support the program team in drafting Project procurement plan (PPP) / Supply Plan (SP)

·    Ensure that Supply Plans updated on regular basis.

·    Investigate and report on reported or possible fraud or corruption as required by Logistics Co-ordinator.

Objective 4

Proper functioning of ACF office, guesthouses & ware house at capital level

Tasks & responsibilities

·    Monitor the condition of the premises including furniture and perform relevant minor maintenance works

·    Hire and supervise external contractor on rehabilitation and maintenance works including painting, plumbing, electricity and relevant equipment’s (e.g. generator, ups, pumps)

·    Ensure that regular monthly supplies to office and guesthouse are ordered and delivered

·    Prepare and ensure that monthly utility bills are paid on time, as well all utilities available 24/7.

·    Contract follow up of all capital and fields inform Logistics Coordinator and Log Manager to renew or extend.

Objective 5

Team Management 

Tasks & responsibilities

·    Day-to-day management of his/her team (planning, guidance, follow-up, motivation)

·    Defining the Human Resources needs in his/her area of activity and producing the organisational chart of his/her team

·    Taking part in the recruitment of his/her teams

·    Organising and leading team meetings

·    Working out and monitoring individual action plans for team members

·    Managing planning, task sharing and coordination of work

·    Providing for evaluation interviews for team members

·    Identifying the training needs of team members

·    Devising, organising and leading training sessions

INTERNAL & EXTERNAL RELATIONSHIP

Internal

·    Capital Logistics & field Logistics teams

·    Finance department for financial issues & supplier’s payments follow-ups

·    Program teams on supply chain, ICT & equipment’s/inventory  issues

Eternal

·    Logistics counterparts in other organizations

·    Suppliers/ service providers

·    Authorities on logistics issues

REPORTING RESPONSIBILITIES

·          Monthly Logistics Report (Compilation of Field reports)

·          Mission Equipment Report  

·          Monthly Team Planning

·          Contract Follow-up

·         Any special / situational report (occasionally)

·         Support LogCo draft &  interpretation of IT policies.