Area Logistic Officer

Area Logistic Officer-Mafraq.

Job Purpose

The Area Procurement Officer will be under the supervision of the Senior Area Logistics Officer. He/she (hereafter referred to as she) is responsible and accountable for the Area Procurement (A, B, C scenario). As well as supporting the country office, when necessary for scenario D.

Objectives

• Accountable for the overall ACTED procurement implementation.
• Accountable for the implementation of the new logistics guidelines for all procurement and logistics related activities.
• Responsible for improving supplier’s participation to Request for Quotation or RFQ.
• Maintaining Supplier Data Base in coordination with Capital logistics.
• Source and recommend new vendors.
• Engage critical thinking on supplier’s performance.
• Supervise every market survey of the supply market in the area (every 6 months) in order to understand market evolution and increase procurement responsiveness.
• Communication Effectiveness
• Contribute to filing accuracy on Mafraq server
• Supervision of Camps Logistics Assistant in all procurement-related tasks, evaluated by line manager
• Responsible for Mafraq warehouse organization and reporting.

Duties and Responsibilities:

Procurement:

· Responsible and accountable for all area procurement as per guidelines (A,B,C).

· Ensure that all procurements are finalized and completed following the procurement schedule and in close collaboration with the related departments.

· To receive order form (OF) – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;

· Collect quotations and conduct visits to the supplier’s premises for both quality checking and RFQ processes.

· To ensure to respect ACTED procurement procedures for each purchase; to ensure fair and transparent selection of suppliers in each procurement;

· To prepare procurement memo, technical check, contracts, purchase orders based on fair and transparent processes with suppliers/contractors;

· To follow with Finance on timely basis regarding contract follow up (CFU) to ensure all procurement contracts under scenario (A,B,C) is registered, recorded and paid.

• Manage the online Order Form Follow Up )OFFU( and regularly share the OFFU with requesters (AC, PC, PM, Finance). Share with all departments and requesters the OFFU report to ensure that all OFs submitted to logistics are documented and the status of the order relayed back to the requesters on a weekly basis.

· Check deliveries follow-up of each procurement contracts and ensure procurement cycle effectiveness.

· Support Capital office, if necessary, for sample check (D, E).

· Conduct regular Market Surveys with coordination with the line and department managers.

· Support Programme staff with procurement needs and requests.

· Responsible for the compliance and filing organization of all logistics documentation.

· Ensuring timely communication with Capital office for all supplier screening process.

Delivery Follow up related with procurements

· To ensure all procurement and delivery follow-up, up to the payment stage.

· To archive procurement documents (reception voucher, invoice, ATECD internal docs) with each relevant purchase documents in designated folder.

· To ensure the received quantity in the waybill(s) corresponds with the PO and OF.

Filing/Reporting

• Create separate binders for each reporting documents and file them accurately,
• Ensure the proper filing of all procurement in ACTED Mafraq Server.
• Update the OFFU on timely basis.
• Update the Supplier database for North of Jordan Base.

Fleet Management

• Managing Acted Refill fuel system.
• Gather all data/records and share them with the line manager on the time of TITANIC report (4th of each month). For the fuel reporting needs.
• Ensure all goods (food and non-food) are well organized in the stock by project/Programme.

Stock/Warehouse Management

• Management of the IN & OUT processes in the Mafraq warehouse.
• Ensure all goods (food and non-food) are well organized in the stock by project/Programme.
• Ensure all stock and goods IN/OUT have “Stock Exit” form, “Waybill or Reception Voucher” and properly recorded in “Stock Cards” and “Monthly TITANIC Form”.
• Ensure the tidiness and well protection of goods/stock in the warehouse and monthly stock inspection form is filled in regularly.
• Ensure the safety and security of stock/Warehouse and ACTED goods within stock; – check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.).
• Oversee the overall compliance with the stock management procedures in the area.
• Report any discrepancies to the line manager on timely basis.
• Gather all data/records and share them with the line manager on the time of TITANIC report (4th of each month).

Skills

• Bachelor’s or Master’s degree in Logistic, or any relevant field;
• Fluent English and Arabic (written and spoken);
• Excellent writing and High communication skills;
• At least 4 years work experience with an INGO in an emergency and/or development setting;
• Ability to work under pressure.
• Good organizational and prioritization skills;
• Proficiency in Microsoft Office, Microsoft Excel.
• Strong interpersonal skills.
• Strong analytical skills .
• Ability to solve problems.

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