Logistics Assistant

Assignment

Under the supervision of the Senior Logistics Officer, the Logistic Assistant is responsible for supporting all procurement processes under his/her area. The Logistic Assistant may be asked to supervise various aspects of the logistics department or focus on one activity. This will depend on the team structure at the Capital Office. However, all Logistic staff are expected to cover others and be aware of the procedures for all aspects of the logistic operations.

Objectives

– Contribute to timely, cost efficient & transparent supply chain management in country

– Contribute to timely, cost efficient & transparent transversal logistical management in country

– Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures.

Duties and Responsibilities

1. Procurement:

· Managing Tender Inbox:

· In collaboration with the Logistics Manager and Senior Logistics Officer, prepare Tender documents

· Ensure 100% of the documentation is correctly filed in hard-copy and electronic-copy and the Bid register ready with each opening session.

· Supporting the Senior Logistics Officers for their area in the preparation and follow up of all ongoing procurement.

· Maintaining the Supplier Database (PRO-03.1) for ACTED, identifying new sources for common commodities.

· Preparing purchase documents (RFQ/PMs/POs/Contracts) for purchases for review by the procurement committee.

· Ensure 100% of procurement documentation is correctly filed in hard-copy and electronic-copy and registered on the Order Form Follow-Up (OFFU).

· On occasion the Logistics Assistant (Amman) may be requested to provide procurement support to other Areas of ACTED regional.

2. Stock

· Review Stock receptions and completion certificates for contracts, ensuring that adequate proof of completion and stock receptions are prepared in advance of payment.

· Check all the WASH payments each month and submitted to finance in a hard copy, also update the WASH tracker each month.

3. 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.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.

5. Reporting

• Register 100% of new orders on the Capital Order Form Follow-Up (OFFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Participate in other reporting upon delegation of his/her manager.

· Supplier’s screening.

Key Performance Indicators

• Number of successful procurements under his/her direct responsibility completed & delivered on-time, in-full
• Accuracy of logistics OFFU, WASH trackers & TITANIC report

General conclusion of internal audit reports on logistics aspects assigned to the Logistics Assistant (% compliance with ACTED Logistics Manual and procedures)

*Monthly Salary: 745 JOD

Skills

Skills and Experience

· Some prior 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: construction, inventory and property management, technology, transport.

· 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 written and spoken English and Arabic.

· Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).

QUALIFICATIONS

• Degree in a relevant business field is desired.
• Good Knowledge of office software’s
• Past job experience in INGO 1 year
• Past job experience in similar position at least 1 year
• 1 year experience in supply chain management; international business or related field.

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