Supply Officer

Supply Officer

Action Against Hunger(ACF) is an international non-governmental organization working in more than 40 countries

in the fields of nutrition, food security and livelihoods, water sanitation and hygiene, and care practices. ACF is looking for its program in Jordan for Supply Officer

Workplace: Amman with 40 – 50% travel to bases (Irbid and Azraq) on weekly basis

Overview: The main objective of the position is to carry out procurement processes of supplies, work /services for the ACF Jordan Mission including low and medium value purchases.

This position will be under the management of the coordination office in Amman with weekly presence (40 to 50% of time) in other ACF offices in Irbid and Azraq to support field operations and procurement. Under the supervision of the Supply Manager. He/she will be also responsible of the follow up of all purchase and the Implementation of the contract from the signature to the final payment.

Responsibilities:

Objective: Review and prepare all documentation during the procurement process

• Review and confirm all procurement request before processing;
• Coordinate with requesters during request preparation;
• Ensure that Purchase Requests include all required specifications and supporting documents;
• Process Requests at Amman office and Upper Base Procurement Request (UBPR) received from Base.
• Support the Base Procurement / on Negotiated Procedure Process when necessary
• Prepare request for quotation and monitor bid reception;
• Prepare assessment table and get approval according to ACF policies
• Prepare purchase contract or SPO, collect approval and send out to supplier;
• Anticipate the different markets and procedures to be respected according to ACF procedures as well for specific donors;
• Together with the Supply Manager, identify all Framework Agreements that needs to be produced at Mission level to ease purchases and reactivity;
• Support Supply Manager in conducting market assessments and prequalification of suppliers
• Support Supply Manager / Log HOD in preparing PPP and Supply Plan for Mission when needed

Objective 2: Follow up on all Purchase Requests and contract implementation

• Update Procurement & Contract Follow Up tools;
• Liaise with contractors/suppliers to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to Contractor and Requester any deviation from the initial contract.
• Organise any required meeting between supplier and ACF regarding contract implementation.

Objective 3: Ensure compliance to the contract by ACF and Contractor:

• Ensure that all documentation required as per contract is provided by both parties;
• Liaise with Supplier / Contractor and ACF Field officer for delivery / transportation
• Collect and review all delivery documentation;
• Prepare payment transaction with all supporting documents after delivery;
• Ensure that payment is done according to contract terms and in accordance with ACF policies

Objective 4: Manage suppliers' file and database:

• Carry out market and supplier survey when needed based on Procurement plans ;
• Update suppliers list and master file for Jordan office ;
• Prepare supplier evaluation document for Log HOD/ Supply Manager approval for pre-qualification as needed

Objective 5: Ensure regular and proper filing of Purchase Dossier and Payments :

• Keep record of physical file for all Requests, Contracts/SPOs processed in Jordan
• Ensure all the necessary documents are uploaded on online procurement system “Link”
• Carry out the progress and temporary filing of ongoing purchase;
• Carry out the final and permanent filing of the complete and closed procurement file;
• Provide purchase dossier for any audit purpose
• Ensure Payments are submitted in timely manner to Finance
• Follow-up with Finance for payment release

Objective 6: Ensure adherence to Action against Hunger gender requirements

• Commit and comply with the organization gender, age and diversity principles & policies (working with people, communication)
• Support on the implementation and the promotion of gender, age and diversity principles through daily activities and or through the management of their teams (Managing performance & development)

Skills

• Knowledge in running procurement and supply preferably in humanitarian context and/ or public procurement
• Knowledge of the Jordanian markets
• Excellent intercultural, interpersonal, organisational, prioritising, and communication skills
• Solution-oriented working style
• Highly strong computer and communication equipment skills.

Education: Diploma or above in procurement and supply, logistics, supply chain management or any other relevant field (i.e business administration) complemented with good experience in procurement and supply

Type of professional experience requested:

• 2 years of experience in Procurement and Supply Chain management
• 1 year of experience in a humanitarian context and INGOs is a plus

Language level: Proficient in Arabic and English both written and oral

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Action Against Hunger is committed to creating a diverse environment and is proud to be an equal opportunity employer.

Please note that any application submitted through the abuse report address will not be considered.

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How to apply:

• Deadline for receiving applications: 25/03/2023
• Shortlisting will be done on a rolling basis and if the ideal candidate is identified before the closing date, Action Against Hunger reserves the right to close the recruitment before the application deadline.
• Before applying, please make sure that you have read the requirements for the position and that you qualify.
• Local recruitment is highly encouraged
• Only shortlisted candidates will be contacted

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