Jordan: Logistics & Procurement Officer

1.ROLE SUMMARY: (Open for Jordanians Only)

Position: Logistics & Procurement Officer

Responsible to: Procurement, Logistics and Security Manager Jordan

Applications deadline: 12 August 2016

Location: Jordan, Amman

2.DESCRIPTION OF THE ROLE:**

The Logistics & Procurement Officer will act as the 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 Logistics & Procurement Officer will be responsible to the Procurement, Logistics and Security Manager.

4.DUTIES AND RESPONSIBILITES OF THE POST

In accordance with Agency policy and procedures, the incumbent:

1. Handling Procurement & Logistics

2. Identifies possible suppliers to fulfill the planned procurement by conducting market research through the use of all sources with a view to the needs of the programme’s activities;

3. Reviews WCUK’s existing policies & procedures to identify areas of improvement and risk; monitors and reviews the implementation and effectiveness of the procedures, proposed action plans and solutions to complaints and audit findings;

4. Implements and maintains WCUK’s internal procurement procedures for the projects, with records kept for a full audit trail standard under both WCUK and donor regulations; ensures necessary authorizations / approvals are always obtained; coordinates with the Finance team & Area coordinators on the availability of fund for all acquisitions;

5. Liaises and co-ordinates with all relevant departments regarding requisitions and purchase orders (POs);

6. Follows up on POs until the receipt of good at final destinations; ensure that the delivery dates are met and the suppliers are provided with all the necessary instructions and documentations; provides feedback to the user of their requirements;

7. Acts as focal point when it comes to provide technical inputs for all procurement related issues;

8. Coordinates warranty, maintenance and insurance claims for all Assets/Inventory Items;

9. Builds and maintains good professional working relationship with suppliers;

10. Handling Administration

11. 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;

12. 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;

13. Updates the Assets/Inventory Register with all necessary information and reconcile it monthly with Finance information;

14. 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;

15. Assists with checking invoices for goods, vouchers, payment instructions and complaints;

16. Ensures obtaining best prices and best value for money in all procurement and logistics activities through implementing transparent bidding process;

17. 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;

18. Assist with processing claims for damage to goods;

19. Fleet Management

20. Plans and implement 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;

21. Supervises drivers assigning them tasks to meet the daily workload; maintains records in relation to drivers’ responsibilities, transportation plans and other related assignments;

22. 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;

23. 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;

24. 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.

25. Building capacity & Support WCUK Staff

26. Identifies training needs related to P&L policies for all WCUK staff involved; prepares and maintains a strategic training plan related to P&L activities; designs and provides P&L related training in policies;

27. Conducts questionnaires on employee satisfaction and investigates complaints from employees and suppliers and report findings; establishes benchmark indicators; discuss results with the Procurement, Logistics & Security Manager;

28. Supports staff in charge of procurement in all Field/Project locations to fulfill their roles and responsibilities by providing guidance, information and training;

29. 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

2. At least 3 – 5 years’ experience working with an (I)NGO or similar organisations

3. Sound knowledge of International donor’s procedures (USAID)

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

5. Language

Excellent command of spoken and written English and Arabic.

1. Competencies

2. Sound knowledge of participatory approaches

3. Excellent knowledge of suppliers in Jordan

4. Excellent planning & organisational skills

5. Excellent communication and reporting in Arabic and English

6. Team player

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

8. Commitment to War Child’s aims, values and mission

9. Desirable

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

11. Knowledge and experience in Child Rights and Child protection

7.CONTRACTUAL TERMS

• Position: 12 months fixed term contract (with possibility of extension depends on availability of funds & performance)

• Working Hours: Full time, 40 hours per week

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

• Probation: 3 months

• Leave: 20 days per year

• Please send your CV and cover letter outlining your suitability for this role to recruitment.jor@warchild.org.uk by 13 August 2016, please put the title “PROC Officer/002” on the subject line, those who don’t insert the title will not be shortlisted.

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

• First round interviews will be held on the week of 21 August 2016

• If necessary, second round interviews for selected candidates will be held by thte end of this week. Start date for this role is immediately or asap.

• Any offer made post the second interview will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.

• The successful applicant will be expected to undergo an international police check and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.