Jordan: Logistics Assistant

1.VOLUNTEER OPPORTUNITY:

Position: Logistics Assistant

Responsible to: Logistics coordinator

Applications deadline: 12 May 2018

Location: Jordan, Amman

2.DESCRIPTION OF THE ROLE:**

The Logistics assistant will act as a focal point for all procurement/ logistics related issues country-wide. He/ she will support the programme managers in implementing the procurement plans related to the projects, manage and oversee the fleet of WCUK vehicles, and track the movements of the staff.

3.RESPONSIBLE TO

The Part time logistics assistant will be responsible to the Procurement, Logistics Coordinator

4.DUTIES AND RESPONSIBILITES OF THE POST

In accordance with Agency policy and procedures, the incumbent:

4.1.Handling Procurement & Logistics

• Daily coordination of WCUK procurement activities;
• Has a full understanding of WCUK procurement policies and formats. Assists, as needed in training staff on these policies;
• Assists staff as needed on creating clear and understandable purchase requests and other documentation;
• Closely work on WCUK procurement master list and ensure it’s always up to date with correct information.
• Collects quotations and bids from the market for PR-s as assigned by manager – as per WCUK standards and formats;
• Interact with Vendors during collection of quotations – explain WCUK formats and ensure that vendors will use the provided forms.
• Ensure fair competition and strictly adhere to WCUK procurement rules regarding vendor relations as described below:
• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
• Provide equal opportunity for vendors/suppliers to make price and specification quotations.
• Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
• Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible.
• Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
• Remain scrupulously free of obligations to any vendor/supplier.
• Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
• Inform vendors/suppliers about current and anticipated requirements.
• If, for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.
• Interact with contractors, in coordination with the Program & Logistics Manager;
• Prepare the required documentation of supplies and transactions are completed to WCUK standards.
• Assist the P&L management and office staff with procurement activities, as required;
• Assists P&L Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
• The logistics Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to WCUK and to not jeopardize its humanitarian mission.
• Play major role in filing PRs POs and procurement tracking.
• Managing WCUK Offices need (Stationary , office Supplies , maintenance and monthly invoices).
• Other duties as assigned.

4.2. Handling Administration

• Reviews, establishes and maintain an accurate up-to-date supplier information database (including market prices) for regularly purchased items as well as track and summarize in database all procurement processes undertaken;
• Finalizes and maintains up to date the Database of Authorized and Preferred Suppliers/Vendors/Consultants and collect and prepares all necessary supporting documents for Authorizations granting and renewals by the authorized parties;
• Updates the Assets/Inventory Register with all necessary information and reconcile it monthly with Finance information;
• Prepares and submits comprehensive logistics and distribution reports to the Procurement, Logistics and Security Manager on a monthly or situational basis as required in compliance with WCUK practices;
• Assists with checking invoices for goods, vouchers, payment instructions and complaints;
• Ensures obtaining best prices and best value for money in all procurement and logistics activities through implementing transparent bidding process;
• Assist with the safe transport of goods to destination and supports programmes staff and partners; team to organize all delivery of goods on project locations;
• Assist with processing claims for damage to goods;

4.3. Fleet Management

• Assis in planning and implementing the transport solutions at WCUK (Amman) office through managing the vehicle fleet and coordinating the transportation requirements and devising cost effective and feasible transport plans to ensure timely and efficient fulfilment of transportation needs;
• Assist in supervising drivers and assigning them tasks to meet the daily workload; maintains records in relation to drivers’ responsibilities, transportation plans and other related assignments;
• Provides advise to all staff on transportation policies and procedures and monitors operations to ensure that drivers and authorized users are in compliance with the policies and procedures, safety rules and government regulations related to the operations;
• Monitors daily work tickets, fuel and oil consumption and assures prompt action against unusual records, reports on Mileage to be charged and regularly checks the equipment’s allocated to each vehicle such as fire extinguishers and first aid kits and reports on charges;
• Issues monthly consolidation report of operation data needed for vehicle maintenance and keep historic records on each vehicle; follow up on vehicle accidents and repair damages; monitors the count and status of WCUK(Amman) vehicle fleet and makes recommendations for purchase of new vehicles.

4.4.Performs any other task as may be assigned.

5.WORK RELATIONSHIP

The role involves working closely with the following stakeholders:

· Programme Managers & Coordinators

· WCUK’s Suppliers

· All staff in the WCUK Jordan Team

6.QUALIFICATIONS REQUIREMENTS

1. Academic and Professional

A bachelor degree in business administration with a focus on finance, controlling, purchasing, logistics or contract management or combination of related education and experience.

1. Experience

· 1 years’ experience working with an (I)NGO or similar organisations

· Sound knowledge of International donor’s procedures (USAID)

· Experience in the usage of computers and office software packages (Ms Word, Excel…etc) and knowledge of database packages.

1. Language

Excellent command of spoken and written English and Arabic.

1. Competencies

· Sound knowledge of participatory approaches

· Excellent knowledge of suppliers in Jordan

· Excellent planning & organisational skills

· Excellent communication and reporting in Arabic and English

· Team player

· Accurate, systematic and ability to meet deadlines with good prioritization and time management skills;

· Commitment to War Child’s aims, values and mission

1. Desirable

· Experience at providing support, guidance and trainings on purchases procedures to implementing partners & WCUK staff;

· Knowledge and experience in Child Rights and Child protection

7.CONTRACTUAL TERMS

o Nature of Agreement: Voluntary Agreement

o Working Hours: Part time, 20 hours per week

o Travel: Areas Inside Jordan, outside Jordan as may be needed

o Entitlement: Meal and transportation allowance

o Nationality: Jordanian

o Submit your CV along with a letter of interest for the role at recruitment.jor@warchild.org.uk by 12 May 2018. (your letter of interest is essential to revise your application)

o Quote the following title “LOG ASST” in the subject line. Emails with no “Title” in the subject line will not be considered for the next stage.

o Due to limited resources War Child HR will contact only the shortlisted candidates.