Admin and Logistics Officer

26 يناير، 2023

0 4 5 دقائق

Admin and Logistics Officer

CARE International established a presence in Jordan in 1948, created in the wake of the Palestinian refugee crisis. Over 70 years later, CARE has served the needs of the Palestinian, Iraqi, Somali, Sudanese, and now Syrian refugee communities.

CARE’s scope of work has evolved from emergency response to long-term development programming, now encompassing an Urban Refugee Protection Program, the Azraq Camp Program, and the Sustainable Development Program.

CARE International seeks a world of hope, tolerance, and social justice, where poverty has been overcome and all people live with dignity and security. In Jordan, CARE will be recognized for its commitment to the humanitarian protection and empowerment of communities especially women and girls, where rights are secured, and human potential fulfilled for all.

CARE in Jordan leads humanitarian protection, economic empowerment, and civic engagement interventions for women and girls from poor and vulnerable communities in the fight to overcome poverty, gender-based violence, and social injustice. We nurture accountability, leadership and political will internally and among our partners to achieve this mission.

CARE values equality, integrity, transformation, excellence, diversity, and respect for the dignity and worth of every human being, where we affirm the dignity, potential, and contribution of all; communities we work with, partners, donors, and staff.

CARE is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us.

JOB RESPONSIBILITY:

– Contributing to the development/reviewing of Logistics Procedures & Processes /Receiving Contributing to the development/reviewing of Logistics Procedures & Processes /Receiving and Dispatching Goods1To support the development/reviewing and implementation of procedures and processes that will ensure smooth running of the Azraq Program logistics function

– Providing feedback on existing systems and procedures in order to enhance improvement needs

-Producing reports concerning the management of physical resources.

– Preparing payment documentation relating to areas of responsibility, having them approved and submitted to finance for payment.

– Using correct and up-to-date forms for collecting information and preparing weekly, monthly and yearly reports required for effective logistics functions in a timely manner and submitting for reviewing

– Working with line manager in ensuring the field are supported and following up with relevant people as and when required

– As a member of the Program Support Team, providing feedback to line manager on operational issues that could support team/management in operational objectives planning, and contributing personal expertise in physical resource management

– Supporting the Operations and Logistics Coordinator by monitoring the adequacy and performance of our sourced service providers and ensuring offices are managed in a secure manner.

– Contributing to the development of work plans for program support [Admin, Logistics and procurement, fleet management and Safety & Security]

– Providing support for the work of the Logistics function, ensuring personal contribution for the effective functioning in Facility management, Vehicle management, Cargo Movement, Storage and Warehousing, Staff

Maintenance & Logistics/ Transport and Fleet Management:

– Handling repairs related to all the equipment’s in the program that doesn’t require specialized support, such repairs can be but not limited to: replacement of faucet washers and spindles, faulty window latches, broken tank toilet handles, changing light bulbs, tightening loose hinges or door mechanisms, diagnostic & repair of standalone door lock units i.e. batteries replacement, generators frequently maintenance and general maintenance.

– Performing tasks that involve hanging of bulletin boards, pictures, coat hooks, and necessary items used in the rub halls, reception area and offices.

– Assisting with upkeep of facilities used by CARE staff and beneficiaries.

– Inspecting of assets (prefabs, generators and rub halls) on a regular basis and providing appropriate maintenance.

– Follow up all maintenance for CARE vehicles; make sure all necessary maintenance for the vehicles to be done on time.

– Supervising the Driver and Maintenance Team on daily basis; supervision can include on the job training, regular meetings, etc.

– Monitor the Vehicle Sheets, and provide the relevant reports on regular basis.

– Insure the safety and security measurements are implemented in the vehicles, and all the passengers are

Manage CARE properties including offices, residences and the equipment therein:

– Ensure all CARE equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, etc.) are safeguarded and maintained appropriately through regular service contracts, as appropriate.

– Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with all service providers;

– Ensure that all lease contracts’ terms are respected,

– Advice Finance on terms and conditions of contracts relating to lease and maintenance of equipment to ensure that payments are made as agreed.

– Assist the expatriate staff in finding of adequate housing according to CARE policy and assist in installations,

– Participate in the negotiation of house contracts.

– Fulfill formalities to receive or send personal effects of expatriate staff.

Manage assets and inventory :

– Supervise the maintenance of an up to date inventory (electronic inventory register) for all office assets including vehicles, office and project equipment, following established procedures,

– Ensure regular and at least one physical count annually and produce the report,

– Advise management on disposal of inventory items,

– Consolidate quarterly the Country Office inventory of assets, office and project equipment, and any other asset,

– Prepare the necessary updates to the inventory for the annual insurance of CARE properties through CARE Headquarters for main office

– Approve movement of inventory items within offices.

Procurement Management / IBV & JV:

– Assure adherence to established policies and procedures

– Assure adherence to donor regulations and local laws • recommend changes in local procedures

– Meet with vendor representatives as appropriate

– Approve purchases orders within limits of authority • review purchase requests (PR) for completeness and approvals

– Prepare and maintain procurement status report • analyze quotations, and prepare summary bid analyses (SBA)

– Prepare purchase orders (PO) for approval • maintain product and vendor data information

– Negotiate with vendors, within limits of authority

– Conduct anti-terrorism list checking for vendors (either directly, or by routing to other personnel to perform) Keep PTS, JV payment & attendance report, petty cash report up to date and share all with operation

Emergency Response / Staff Security:

– Take a lead role in facilitating timely, quality administrative support function delivery in the time of emergency response

– Guides and supports management on staff security concerns

– Promote a safe and secure work environment; foster a safety and security culture; and ensure consistent application of, and compliance with, CARE Jordan safety and security policies and procedures.

– Other duties and Responsibilities assigned by the supervisor

Qualifications (Know How):

– Education/Training: Bachelor’s degree in Business Studies or related field.

Experience/Technical Skills:

– Minimum 3 years procurement related experience preferably from UN/INGOs sector

Desired:

– Aware of local market conditions

– Flexibility in accepting work assignments

– Work as team player with people from different cultural backgrounds

– Must be guided by sound ethical principles and transparency on work

– Good interpersonal skills – Good numerical skills to maintain accurate records

The contract duration will be for 11 months with the possibility of an extension.