تعلن Humanity & inclusion- the new name of handicap international في الاردن عن حاجتها الى :
Logistics Officer
OBJECTIVE OF THE POSITION:
Based in Amman, The Logistics Officer is responsible of procurement, fleet management, equipment management , stock management and general services under Handicap Logistics polices & procedures
REPONSIBILITIES:
Responsibility 1: Procurement and supply chain Management
Aim: To cover the programme's needs for materials, equipment and services
Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team's satisfaction with the management of supplies.
Activities:
- Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)
- Make sure to always consider value for money having in mind quality and sustainability of the goods.
- Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
- Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem.
- Monitor Purchase and service requests updating PSR monitoring chart
- Ensure the adequate filling of purchases files: signatures, presence and validity of the documents
- Follow up all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her Manager (as much as possible in writing).
- Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
- Ensure proper follow up of services contracts
Responsibility 2: Fleet management.
Aim: To provide safe and suitable means of transport for the smooth running of activities
Benchmarks: suitability of means of transport to the programme context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle utilisation rate and respect for user schedule; quality of the fuel supply contract; user satisfaction
Activities:
- Define the weekly programme's travel requirements.
- Ensure the respect of HI movement and transport management procedure.
- Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…).
- Prepare the Vehicle monitoring chart (VMC)
- Ensure the adequate filling of all documents by the driver and Expats , specially the Log book.
- Archiving of fleet files in a proper way.
- Manage and follow up the transport service contracts.
- Support the Driver / Logistic Assistant to organize and follow up the transportation of the goods.
- Make sure all drivers know the roads, used secure roads and respect the security driving rules
- Supervise the general maintenance of vehicles in link with the Driver / Logistics Assistant.
- Ensure any required training for Driver / Logistics assistant , HI principles, driving…
Responsibility 3: Ensuring the correct management of equipment and IT at office level
Aim: To ensure the office has the means necessary for its smooth running
Benchmarks: computer equipment and software adapted to the programme's needs; data security (back-ups), rate of servicing for computer equipment and for other equipment; existence of equipment management procedure
Activities:
- Ensure that Equipment and IT Management Policy is implemented, understood and respected.
- Be the focal point for IT related issues and requests.
- Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
- Train/support (or supervise the training) users on how to properly use the equipment .
- Ensure daily monitoring of IT equipment performance and report any issue to the Logistics Department Manager and IT Officer .
- Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication etc.).
- Ensure that the documents related to equipment management are compliant with HI policy
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- Ensuring the physical management of stocks and storage facilities.
- Ensuring the correct management of customs clearance procedures at Jordan Level.
- Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
- Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains
Responsibility 4: In charge of the general services (expatriate staff accommodation, offices, and storage facilities)
Aim: To provide the teams with comfortable living premises and preventing risk
Benchmarks: the security of the premises; the suitability of the choice of premises and the quality of their management.
Activities:
- Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
- Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
- Ensure collective rules for the use of the premises are applied.
- Ensure the proper follow up of premises contracts.
- Supervise the overall maintenance of the HI premises.
Responsibility 5: Organization of seminar, meeting and travel
Aim: Ensure the quality of logistics to help the project team focus on the seminar topics
Benchmarks: : project team satisfaction with travel arrangement and seminar logistics
Activities:
- Organize travel and accommodation arrangement according to the travel plan/form, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when needed.
- Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
- Ensuring the rent of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file
Responsibility 6: Stock management.
- Aim: Ensure that HI standard storage procedures are followed; ensure the quality procedures and control the stored goods
Benchmarks: the security of storage facilities ; the suitability of the choice of stores
- Implement the control of the reception and inspection all incoming materials to stores and reconciles with purchase orders and delivery notes.
- Supervise all trucks when loading and unloading materials and equipment’s from and to stores.
- Propose choices for the storage places for materials and advise the line manager to decide how they are to be set out, supervise HI Storage and stocks.
- Follow the site physical management of stock:
- Use the stock management tool.
- Organize periodical stock-taking.
- Management the flow of materials.
- Organizing and distributing the materials within the projects.
- Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities.
THE SUCCESSFUL CANDIDATE will have:
- Fluent in Arabic and English, French is a plus
- Good organization skills
- Good oral ,written communication skills
- Proficient in all computer skills; Microsoft Word, Excel, PowerPoint, Access, Internet
- IT management skills
- Good negotiation skills.
- Good capacity in team work
EDUCATION AND EXPERIENCE:
- Bachelors degree in Logistics or any related field
- 3 – 5 years of experience of which 3 years at least in I/NGO
- Good technical skills in mechanics and/or IT
- Previous experience in NGO
PROFESSIONAL STANDARDS:
HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.
Initial contract will be for a period of five months renewable and the position is based in Amman
Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities
Basic salary range for the position : From 917 JOD to 1229 JOD based on experience
Closing date: 13/10/2019
Only shortlisted candidates will be contacted. Applications should include CV and motivation letter. Applications incomplete or received after the deadline will be disregarded.