Supply & Facility Officer

Supply & Facility Officer

Supply & Facility Officer

THE ORGANIZATION:

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion, is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

HI has offices in 63 countries; for further information about the association: www.hi.org.

OBJECTIVE OF THE POSITION:

Mission: Supply and Facility Officer is responsible of procurement, fleet management, equipment management and general services under Handicap Logistics polices & procedures

Report to:

Line Manager: Country Logistics Manager

Line manager+1: Regional Logistics Manager

Responsibilities

Responsibility 1: In charge of the general services (expatriate staff accommodation, offices, and storage facilities) (Primary)

Aim: To provide the teams with comfortable work area and preventing risk

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 the Logistics Manager.
• Ensure collective rules for the use of the premises are applied.
• Ensure the proper follow up of premises contracts.
• Supervise office keepers team & doorman

Responsibility 2: : Organization of SEMINARS, travel & Accommodation (Primary)

Aim: Ensure the quality of logistics to help the project team focus on the seminar topics

Activities:

• Organize travel, and accommodation arrangement according to the travel plan, organize the welcoming of staff/guest in Amman, manage the guesthouse room vacancies and follow up the maintenance when needed.
• Book flights, transportation, Airport drop/pickups , accommodations and car rentals.
• Update and send welcome welcome pack to mission visitors
• Manage the guest house room vacancies.
• Answer basic questions about travel policies and to advise of changes with travel conveyance or to confirm reservation.
• Ensure payment to the suppliers in link with finance department according to the invoice brought by the suppliers.
• 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, , and preparing the eventual purchase file

Responsibility3: Procurement and supply chain Management (Primary/Secondary)

Aim: To cover the mission needs for materials, equipment and services

Activities:

• Analyses, 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, ensure their follow-up, 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
• Manage stock of office supplies (stationaries, cleaning & hygeine products…) and maintains receipts, records, and withdrawals and reports when stock is low.

Responsibility 4: Stock management. (Secondary)

Aim: Ensure that HI standard storage procedures are followed; ensure the quality procedures and control the stored goods

Activities:

• 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 is 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 stocktaking.
  • O 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.

RESPONSIBILITY 5: FLEET MANAGEMENT. (Secondary)

Activities:

• Define the weekly Mission’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.
• Transfer relevant logistic information to the Logistic Manager.
• Ensure technical support of the fleet.
• Manage and follow up the transport service contracts.
• Make sure all drivers know the roads, used secure roads and respect the security driving rules,
• Supervise the general maintenance of vehicles.
• Ensure any required training for Drivers,
• Report any incident to logistics manager.

RULES TO RESPECT

• Be responsible and careful in exercising its duties, given the responsibilities of this position
• Transparency and honesty beyond reproach
• Respect the working hours set
• Be impeccable in terms of total discretion (internal and external) regarding the procedures, operations of Handicap International. Discretion is the watchword in this type of function and no exceptions will be tolerated
• Be available depending on the tasks and the importance of work involved. Preventing hierarchy in advance in case of unavailability
• Respect the hierarchical relationships specific to the organization
• Be polite and courteous at all time, employees of Handicap international are the first representatives of the NGO vis-à-vis its partners, stakeholders or non-institutional organizations and they carry the image of Handicap International. Inappropriate or violent behaviour, even off-hours work, would hurt the image of the association.

Others:

• Confidentiality is required in all these responsibilities.
• Movements to the field are requested upon request

THE SUCCESSFUL CANDIDATE will have:

• Bachelors degree in Logistics or any related Field
• 2 – 3 years of experience of which 3 years at least in I/NGO
• Good technical skills in mechanics and/or IT
• Previous experience in NGO
• 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
• Adaptability

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 12 months (renewable) and the position is based in Amman

Basic salary range for the position: 917 JOD 1,291 (salary commensurate with experience and according to internal salary grid).

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

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