تعلن منظمة Humanity & inclusion- the new name of handicap international في عمان - الاردن :
Logistics Officer
Amman
Humanity & Inclusion is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Humanity & Inclusion is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.
For more details on the association: http://www.hi.org
About the job
Under the line management of the Logistics Manager of North Hub, the Logistics Officer will:
• Ensure an efficient logistical support for maintenance of equipment and premises.
• Ensure the respect of logistics procedures and document and report to his/her line and functional managers the challenges and propose solutions.
• In charge of market assessment, purchases and payment according to the requests of his/her line and functional managers;
• In charge of warehouse count, stock reconciliation process in relations with the bases and the programme
• support the fleet management at the base level
• support the IT Officers from the coordination when necessary
• in charge of the assets and equipment follow up
• Facilitate the relations of the full team with all administrative procedures and communications;
• Ensure a good quality and timely reporting of his/her activities to his/her line and functional managers.
The actual intervention context is characterized by remote management modalities: the Logistic Officer brings constant support to the logistic team at the base level.
Duties and Responsibilities :
- PROCUREMENT (75%)
- Audit all PSRs and provide timely feedback to requesters regarding accuracy and processing status.
- Coordinate all local and international purchases to ensure compliance with policy and international customs regulations.
- Carry out and supervise procurement activities and provide first-line support, guidance and training with respect to HI's procurement policies, rules, regulations and procedures.
- Prepare Derogation request & follow up with the proper signature threshold.
- Monitor the application of solid internal control systems and follow up on any non-adherence issues.
- Work closely with the Logistics Manager to identify new sources of procurement in a proactive manner or according to specific requests by comparing the country database with the regional database to identify the most cost-effective purchasing routes to meet programs needs on time and with the specified quality.
- Ensure that complete PSRs are addressed within 48 hours (forward to other base, request for quote etc.).
- Coordinate communication with the field offices and provide technical advice on supply policies.
- Timely follow through on purchasing schedules ensuring that the correct procedures are applied in the purchase of the goods and services and proper documentation trail is maintained.
- Ensure the constant update of the Procurement follow up (PFU); report to managers on a weekly base.
- Source for quotations, compile Comparative Bid Analysis, and award to the successful supplier. Seek relevant approvals where necessary.
- Set up a proper Supplier selection criteria for different type of procurement activities
- Review and monitor all Procurement tasks and activities, including budgeting, scheduling and provision of materials and equipment needed by the North Hub Office
- Undertake tender process for purchases that meet the threshold following HI guidelines.
- Prepare and send POs to suppliers and ensure acknowledgment of receipt and confirmation on delivery dates.
- Liaise with Warehouses at field for the issuing of GRNs upon receipt of delivery notes and goods.
- Responsible for ensuring maintenance of accurate procurement files (both manual and electronic).
- Contribute to the recruitment process; review and assist in the revision of relevant job description(s).
- Under the Supervision of the Logistics Manager, participate in the review of all commonly procured services and goods and seek to establish Framework agreement to increase operational efficiency.
- Maintain and update an active contract follow up sheet (CFU).
- Produce and distribute award and rejection letters.
- Review and confirm legal requirements and negotiations for office purchase.
- Under the guidance of the Logistics Manager, Conduct Market surveys and update and maintain an active supplier list.
- Participate in supplier selection ensuring that suppliers are selected taking into account both business requirements-quality, cost, delivery etc.- and ethical standards including business ethics (specifically prevention of fraud), labor and other human rights and environmental standards.
- Ensure quick follow up of payments for supplies/services to manage accruals and cash flow effectively
- Compile invoices, delivery notes, GRNs and other receipt documents and submit them to facilitate invoice processing for purchases.
- Any additional responsibilities as assigned by the line manager.
- Under the Supervision of the Logistics Manager, participate in the review/build of Procurement Plans, supply plans & distribution plans.
- Train and supervise procurement assistants in field ensuring that they conform to established procedures and assist in producing monthly and regular reports.
- WAREHOUSING AND STOCK MANAGEMENT (5%)
- Coordinate with the Project Managers regarding the reception of consignments.
- Assure that HI Stock policy is being applied & followed by both field logistics & field programs.
- Keep a counter filing system for all warehouse files such supplier delivery notes (SDN), Stock release orders (SRO), Stock transfer order (STO), Donation certificates (DC), purchasing orders (PO), etc..
- Conduct an internal audit control for fields warehousing files, and share the report with Logistics manager.
- Making sure that the warehouse database is up to date at any given time.
- Prepare weekly and monthly warehouse reports and send to the logistics manager.
- Support the warehouse casual laborers when needed.
- Liaise with the Project staff and Procurement & logistics unit for advanced planning on transportation of stock items
- Train and supervise Warehouse assistants in field ensuring that they conform to established procedures and assist in producing monthly and regular reports.
- Working on Supply chain Software (InFlow) to produce & follow up with Stock reports, SRO,etc…
- Provide Support for InFlow users.
- Support the field teams on Warehouse selection, assessments & design.
- Any other duties as may be assigned.
- EQUIPMENT AND ASSETS
- Oversee the management of all assets and equipment
- Ensure the security and the follow up of the equipment used on the mission (identification, inventory, affectation, equipment files)
- Ensure all equipment is operational and that staff is trained on its proper use, according to HI standards
- Carry out a regular physical inventory of the equipment
Be responsible of the availability of communication means for the whole Hub team
- FLEET MANAGEMENT AND TRANSPORTATION
- Ensure the respect of Fleet management procedures and documentations (Log books, Responsibility discharges...)
- Ensure weekly movement plan is capturing operational needs and it is shared
- Ensure that all the vehicles have the appropriate security equipment (triangle, fluorescent life-jacket, first aid kits, fire extinguishers...)
- Propose the more relevant shipment system and process the related administrative formalities
- PARTNERSHIP FOLLOW UP AND COLLABORATION
- Supervise the smooth follow-up of the logistics aspects and process with the partners
- Provide the accurate support and capacity building to the partner logistic referents
- PREMISES MANAGEMENT (10%)
- Ensure the good condition and maintenance of offices, centers and accommodations
- Ensure the continuous availability of gas, drinking water, utilities and other welfare items in the office, centers and accommodations
- Edit (or delegate) a comprehensive inventory of HI items (furniture, technical equipment, electrical appliances, etc…) within the premises and keep it up to date
- Follow-up on HI property lease agreements expiration dates and anticipate the renewal
- Make and update the accommodation board and organize arrival / departure
- Ensure the management of expatriates & visitors accommodation in a cost efficient manner
- Ensure the relevance between office size, location, etc…and the HI needs
- Carry on (or delegate) research of premises according to the need and make proposition
- REPORTING (10%)
•Prepare weekly status updates for the whole hub (PFU, PSR controlling sheet, CFU, TAFF,SFU, Reconciliation tools).
•Prepare and submit monthly procurement expenditure and narrative report.
- Demonstrate an ethics and professional practice
- Show professional ethics, respect and promote Handicap International mandate
- Respect the Handicap International protection of children policy and protection of beneficiaries from sexual exploitation and abuse policy and report to your line manager any non-respect of HI’s policies amongst the teams or partners.
- Respect the Handicap International policy and mechanisms for the prevention of, and fight against, bribery and report to your line manager any non-respect of HI’s policies amongst the teams or partners.
- Observe at all times strict commitment to Handicap International Security & Safety regulations as per procedures in place at mission level
About you
REQUIREMENTS FOR THE CANDIDATE
Bachelor’s degree in any of the following areas - Business Administration, business management or engineering
•Minimum 2 years’ in logistics experience working for an INGO
•Proficiency in Microsoft Office programs
•Capacity to deal with multiple tasks and be able to adhere to tight deadlines, and excellent time management skills, remote management is an asset
•Written and verbal proficiency in English
•Strong interpersonal, oral, and written communication skills
•A proven team player
•Ability to anticipate and solve problems
We offer
HI will offer the successful applicant a six months contract, renewable dependent on both funding and performance. You must be available to start on the required date and be willing and able to work in Amman.
Application process
All applicants must submit their updated CV (no longer than four pages) through Akhtaboot Website.
Dead Line for applications
Any applications received after (14 May 2019), will not be considered
Only shortlisted candidates will be contacted.
HI is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.