القائمة الرئيسية

الصفحات

مطلوب موظف لوجستي للعمل لدى منظمة اكتد الدولية في الاردن

 


تعلن منظمة اكتد الدولية عن حاجتها الى :

Senior Logistics Officer

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, at the Area-level, 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:
  1. ACTED’s Logistics Manual, including Procurement, Assets, Property, Fleet, Stock, and Telecommunications.
  2. Specific adaptions for the Syrian context.
  3. Specific adaptions for procurement categories.
  4. Provide structured Logistics support on all Logistics technical areas and cross-cutting issues to Logistics staff, including regular Skype meetings, and ad hoc Logistics support to junior staff (Assistants/Officers) in Amman.
  5. Participate actively in project procurement planning, supporting on building up retro planning, planning the waivers in diverse planning operations
  6. Coordinate with field program/ logistics on all relevant topics (TC, Contract signature, market survey, waivers,) and ensure the first level of troubleshooting

DUTIES & RESPONSIBILITIES

1. Management and Technical Support

  • Direct line management of Amman-based Procurement Assistants in ACTED’s Regional Office. Carries the responsibility of the manager function, including appraisals, leave plan, …
  • Support the professional development of direct reports through regular (at least monthly) objective setting in one-to-one meetings, identifying relevant on-the-job and external training opportunities, and performance appraisal in line with ACTED’s HR Manual.
  • Prepare recruitment requests, TORs, and tests, and conduct interviews, in coordination with the Deputy Country Logistics Manager and HR Department.
  • Advise in-country teams on procurement activities, in line with ACTED’s Logistics Manual and category- and Area-specific SOPs.
  • Represent the Logistics function at the Operations Meetings (weekly).

2. Procurement

  • Pro-active participation in the planning of the procurement on his/her area. Participate to Support Kick of meetings, provide logistics inputs in order to foresee and estimate duration needed for a procurement
  • Pro-active follow-up on Procurement Plans, to ensure that 100% of procurement conforms to ACTED’s Logistics Manual, or follows a procedure defined in a fully approved Waiver.
  • Create Procurement Plans as delegated by the Deputy Country Logistics Manager.
  • Review Order Forms for procurement, requesting clarifications from Program if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g. Scope of Works, Technical Criteria, or Terms of Reference) has been provided.
  • Coordinate with Area Logistics Managers to determine estimated Contract value and allocate activities according to SOPs and authorization levels.
  • Prepare Tender documents and/or Voucher System documents, according to the Procurement Scenario (ensuring approval from HQ for Scenario E-procurement and FWAs).  The timeframe for producing a request for quotation is dependent on the urgency and complexity of the order but should normally be between two days and six days.
  • Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing.
  • Actively follow-up on ongoing Tenders, and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions.
  • Analyze quotations using the Procurement Memo (PM) to ensure ACTED obtains the best possible value for money.  The timeframe for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days.
  • Prepare contracts based on fair and transparent negotiations with suppliers. The timeframe for producing a contract should be no more than one or two days.
  • Participate in Cash Request process in collaboration with Capital finance team to forecast payment.
  • Match invoices, stock reception forms, and service completion certificates to contracts filing copy documentation, and transferring to Finance for payment.  Payment should take no more than one or two days upon receiving an invoice. Pro-Active Follow-up on payments in collaboration with the finance team.
  • Coordinate with Area Logistics Managers to register 100% of new suppliers on the ACTED Supplier Database, ensure that 100% of suppliers have undergone anti-terrorism screening, prepare screening requests for procurement under his/her responsibility.
  • Delivery follow-up, including preparing and/or checking waybills, reception vouchers, and packing lists.

3. Category Management – Framework agreements

  • Support in the preparation of Tender documents for Framework Agreements.
  • Manage ACTED’s relationship with Framework Suppliers, including drafting official communications (e.g. contract extensions/termination, warning letters, etc.) for the Country Logistics Manager’s approval.

4. Filing

  • Create separate folders for each reporting documents and file 100% of hard-copy documentation for each procurement.
  • For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s database.
  • For procurement under his/her direct responsibility, check that 100% of documentation received from Area-level is correctly signed, dated, and filed on ACTED’s database according to agreed norms.
  • Carry out regular (at least weekly) spot-checks on Procurement Assistants’ filing practices, and take remedial action where necessary.
  • Follow-up on the transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
  • Ensure that 100% of new orders are registered on the Order Form Follow-Up (OFU) and is responsible to record the progress of each procurement until the completed file is transferred to Finance for payment.

6. Reporting

  • Register 100% of new orders on the Capital Order Form Follow-Up (OFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
  • Send the OFFU to the Area Logistics Team and Country Logistics Manager each Thursday.
  • Cross-check the Order Follow Up against the Contract Follow-Up (CFU) from Finance, field-level trackers, and known priorities.
  • Assist in preparing, analyzing and feedback on monthly Logistics TITANIC reports (asset register, property follow-up, communications report, stock movement report, and transport follow-up.
  • Upon delegation of Deputy Country Logistics manager, participate in donor reporting.

Nature of the Job

  • Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice, hours are variable depending on the needs of the project(s). 
  • Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.
  • Staff roles are defined in the ToR however staff can be required to fulfill other roles or duties according to the operational or strategic needs of the Program.  These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination.

Skills and Experience

  • Due to the need for enhanced due diligence practices in Syria, experience in procurement and supply chain management in the Syrian context is an asset for this position.
  • Significant experience in Logistics, Procurement, or Supply Chain Management.  Knowledge of the humanitarian sector and international experience would be an asset.
  • Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar.  Experience or knowledge of one or more of the following areas would be an additional asset:  agriculture, construction, food supply, inventory and property management, technology, transport, water, sanitation, and hygiene services.
  • 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.
  • Diligent, dedicated, and able to see complex procedures through to completion.
  • Able to communicate complex information clearly, with excellent interpersonal skills.
  • Self-motivated, able to work independently or as part of a team.
  • Fluent in written and spoken English and Arabic.
  • Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).
  • Strong understanding of the need for collaborative tools and workflow, and how to follow SOP for remote management of priorities and documentation.

Key Performance Indicators

  • % average order processing lead-time for procurement under his direct responsibility meets or improves on the timelines agreed between Logistics and Finance.
  • % of supplier on-time in-full delivery against the terms of the contract for procurement under his direct responsibility.
  • % of delivery on time in full against the deadline on the OF for procurement under his/her direct responsibility.
  • The general conclusion of internal audit reports on assigned Logistics aspects
  • 100% of assigned procurement in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver.
  • 100% of procurement over $10,000.00 USD (i.e. Reinforced Scenario C, D, & E) in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver at the Area level (Area-level).
  • General CLM and HQ feedback on the Area TITANIC.
  • % month-on-month errors on AST-05 and STO-02 (after review) (Area-level).
  • % conformance of TRA-06 to vehicle rental contracts and % errors between TRA-06 and vehicle logbooks (Area-level).
  • % completion of Carbon Footprint Report (Area-level).
  • A number of training delivered.
  • % of staff involved in Logistics for the Area having completed a comprehensive ACTED Syria Logistics training.
  • Peer, employee, and management feedback at the next performance appraisal.

هـــــــل تـــــرغب في تقديم الـــــــدعم لــــــواحة الوظائف ؟

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