Supply Chain and Operations Officer
Recruitment Requisition Form (For GSO, RSO & International hires): Version August 2020
Title:Supply Chain and Operations Officer
Department:Supply Chain and Operations
Location: Jordan Based in Amman
Reporting to: SCO Manager
Direct reports: N/A
Budget responsibility: N/A
ABOUT RI: Relief International specializes in relief and development programs that benefit people in acute distress. A registered non-profit in the US, UK, France and Belgium, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development. The people that we serve live in seventeen countries across the Middle East, Africa, and Asia where the debilitating effects of political instability, forced displacement, and natural disasters are pervasive. Often, RI is the only organization providing healthcare, education, logistics, energy, capacity building, economic development, sanitation, and many other forms of assistance to these highly vulnerable communities.
About our Country Program/ Regional Programs.
RI in the Middle East has programs in six countries – Iraq, Jordan, Lebanon, Syria, Turkey and Yemen, with a focus on the 4 main RI sectors: Health, WASH, Education and Economic Opportunity.
Relief International currently employs 3900 staff (direct and indirect) in the region and has a range of emergency response and development programs valued at 70 million USD on an annual basis.
Relief International Jordan
Position Summary.
The Supply chain and Operations Officer will be responsible for managing RI’s procurement for a specific threshold , ensuring procurement of all goods and services required by the RI mission in Jordan is carried out in compliance with RI’s procurement policies, relevant national and international procedures, donor rules and regulations, S/he will be responsabile of leading country warehouses and direct managing Amman small warehouse, S/he is also responsible for supporting with Mobilization, Close-out and Spend Down plans related to procurement, S/he might be responsible to supervise in- country assistant staff as per the SCO department structure
ESSENTIAL RESPONSIBILITIES AND DUTIES:
Procurement; • Run procurement processes with minimum supervision from the SCO Manager. (make sure the raised PRs are accurate and well estimated, call for quotations as per the policy, prepare contracts and arrange for timely delivering of goods/ services ). • Develop and follow procurement plans in accordance with project/ overall mission timelines. • Procure all goods, services and works in a cost-effective and transparent manner in line with RI and donor specific policies and regulations. • Review and ensure that IT equipment PRs have correct specification under the “RI Computer Standards”
policy. • Ensure that all PRs are tracked from point of receiving through to final receipt. Regularly manage, review, update and share the databases and trackers. • Work on procurement processes, including opening tenders, calling committees, etc. Ensure that bids evaluation report, technical evaluation, minutes of negotiations and contract contain all the facts and information required to justify the recommendations made in the report. • Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities. o Manage relationship with vendors, specifically: o Constantly search the market for new suppliers that may provide better service or value for money for RI. o Liaise with suppliers to create realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness. o Maintain and update suppliers list using the Supplier Profile and Registration Form. o facilitate the supplier pre-qualification process; o Initiate strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place; o Ensure that all suppliers and procurement staff are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct. o Screen the suppliers in anti-terrorism databases. • Ensure procurement files are accurate and records are in compliance to RI and donor procurement policies, filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors; • Prepare and submit payments of suppliers to finance in a timely manner; • Ensure the non-winning suppliers receive notification from RI about the status of their bids;
• Perform any other duties as assigned by supervisor.
Accountability;
• Ensure that all procurement is conducted in accordance with RI policies and procedures, donor regulations and local laws. • Ensure that the procurement of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented. • Ensure that all allegations of breaches of the Code of Conduct by staff reporting to the SCO Officer are reported, with the support of the SCO Manager and Compliance Focal Point, investigated, and concluded swiftly.
Storage/Inventory Management;
• Ensure that the physical inventory and the store management standards are in place and RI policy and procedure followed.
• Ensure up to date and accurate tracking of all store and office furniture’s are documented for all RI locations.
• Oversee quarterly process of physical check and annual reporting.
• Combine RI Jordan warehouses reports.
• Supervise midyear /end of year physical count.
Trainings;
• Advocate and plan for professional development for his/herself, and any supervised staff. • Provide training on RI procurement and warehouse practices for national staff to increase their understanding of procurement processes in RI-Jordan to facilitate the smooth functioning of processes and planning
• Provide technical trainings on the RI Supply Chain Policy and Procedures for the RI Jordan partners with coordinations from the AMU as per needs.
Safeguarding ; • Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve. • Ensure that your behavior inside and outside of work promotes the values outlined with RI’s code of conduct and safeguarding policies, and consistent with RI’s protection policies, • contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them • ensure your job-related activity and practice is compliant with safeguarding standards
QUALIFICATIONS & SKILLS REQUIREMENTS;
This position will require a demonstrated ability to achieve results in a demanding and fast paced environment.
• Bachelor’s degree in Supply Chain Management, Business Administration, Procurement Management or equivalent. • Minimum 2 years of relevant work experience in NGO supply chain department. • IT experience is a plus. • Excellent analytical, organizational, managerial and communication skills. • Excellent interpersonal skills;including patience, diplomacy, willingness to listen and respect for colleagues and partners. • Excellent time management skills and resourcefulness with strong attention to details. • High level of creativity and coordination. • Fluency in Arabic and English is required. • Information and computer literacy (MS Office package) and Oracle
RI Values: We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities. We value: • Inclusiveness
• Transparency and accountability
• Agility and innovation
• Collaboration
• Sustainability
All staff are expected to abide by RI Safeguarding, Code of Conduct & Incident Management Policies & procedures.
Relief International is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.”
