JOB Vacancy Announcement #: 5951
Job Title: Procurement Officer – Logistics
Application deadline: 11.11.2021 , 10:00 am
Duty Station: Amouda
Job Requirements:
- University degree (i.e., at least Bachelor level) with a major in logistics, Business Administration, engineering or other related.
- At least 3 years of relevant work experiences with NGOs/ INGOs.
- Fluency in English language, Spoken and written.
- Experience with operations, logistics; administration.
- Experience in managing a team
- Understanding of the local market, local legislation related to contracts, suppliers, contractors, and contract management
- Experience with standard procurement procedures and documentation in the humanitarian context.
- Able to inspire, motivate, train, advise, and support Logistics staff under his/her management in all aspects of humanitarian Logistics (including assets, fleet, and premises management, procurement, stock management and warehousing).
- Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
- Able to communicate complex information clearly, with excellent interpersonal skills.
- Self-motivated, able to work independently or as part of a team.
- Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).
Job Description:
OBJECTIVES
- Ensure timely, cost-effective and context-appropriate procurement service levels.
- Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures.
- Support effective and context-appropriate Transversal Logistics Management.
- Ensure all staff involved in Logistics are fully trained on the following, that procedures are correctly followed at all levels of the mission (as delegated by the CLM), and that problems are documented and followed-up against an agreed action plan:
– ACTED’s Logistics Manual.
– Specific adaptions for the Syrian context.
– Specific adaptions for procurement categories.
Coordinate with Program Officers/Managers and suppliers on all relevant topics (TC, Contract signature, deliveries dates) and insure a first level of trouble shooting.
DUTIES AND RESPONSIBILITIES
- Management and Technical Support
- Direct line-management of Procurement Assistants. Carries the responsibilities of the manager function, including appraisals, leave plan, attendance sheet and technical support.
- Support the professional development of direct reports through regular Daily & weekly workplans in one-to-one meetings, identifying relevant on-the-job and external training opportunities, and performance appraisal in-line with ACTED’s HR Manual. Present relevant reports and summary to his/her line manager.
- Prepare recruitment requests, TORs, and tests, and conduct interviews, in coordination with Senior Procurement Officer and HR Department.
- Ensure a daily control on performance and work progress of all the staffs under his/her direct line management.
- Trouble shooting
- Solve all issues or propose solution for problems related to day-to-day operational issues (delay in deliveries, items requested not available anymore, amendment in Order Form specifications, etc).
- Procurement
- Organize, with his/her team, the Quotation Collection according to ACTED processes.
- Organize, with his/her team, and, when needed, with the requesters the technical checks.
- Organize, with his/her team, the appropriate procurement documentation editing (Procurement Memo, Procurement Contract, Purchase Order, etc) according to ACTED processes.
- Communicate with suppliers and requesters to arrange deliveries or work/services planning once a contract is signed; Participate in tender information session organisations under his/her area of responsibility and in direct link with his/her direct line manager
- Regularly check delivery deadline which were set by the requesters and report potential delay directly to the line manager and trough area logistics team communication tools (meetings and update of the Order Form Follow Up).
- Ensure, with his/her team and the requesters, that the Stock Receptions or services’ Completion Certificates are edited and signed with accurate information as soon as a supplier delivers items or completes a service. Ensure that items or services purchased meet requesters expectation and, if not, inform the direct line manager.
- Organize, with the logistics Program team, the collection of all required documentation to submit closed procurement files to payment.
- Update the Suppliers Database as per ACTED process.
- Inform the line manager on any issue occurring with the requesters or the suppliers for additional support if appropriate.
- Filing and Reporting
- Ensure that 100% of new orders are registered on the Order Form Follow-Up (OFU) and is responsible to record/check the progress of each procurement until the completed file is transferred to Finance for payment.
- For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced are electronically signed, dated, and filed in the correct location on ACTED’s database.
- Ensure that a separate folder is created for each reporting documents and handover 100% of hard-copy documentation to finance department for payment.
- Carry out regular (at least weekly) spot-checks on Procurement Assistants’ filing practices and take remedial action where necessary.
Advertiser: Confidential غير معلن
Other Information’s:
- ACTED is committed to the prevention of sexual exploitation and abuse in the framework of its programs in Syria. The successful candidate will be required to adhere to ACTED Code of conduct and ACTED Global Policies especially regarding the protection o
How to Apply:
Please send your CV to the following email/Link:
https://forms.gle/1f9bXGshqwNuFVRW9
Please consider to mention the advert ID (Above) and the job title in the email subject.
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