Admin and Logistics Officer
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 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 in Jordan is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or disability.
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.
CARE International in Jordan has a vacancy for the post of “ Admin and Logistics Officer- Azraq “:
The Administrative & Logistics officer is responsible for providing logistics support to CARE Azraq Program including: receiving good from vendors; managing General Receipt Notes [GRN] and distribution; travel and logistical arrangements support for Goods movement, CARE Visitors- Guests, CARE staff [country program and international]; dealing with services provision at CARE rented properties; Vehicles, organising and managing accommodation bookings for training events and workshop; handling travel log and ensuring effective and efficient service delivery responsibilities allocated to the Logistics Officer. Follow up in all Safety and Security issues in the camp, Assets Management and Assets security will be one of major role for this position. responsible for program general maintenance, vehicles Maintenance and fleet management.
The Administrative Logistics officer overall responsibility is assist the Operation coordinator and Project Managers in ensuring that the day to day running administration is done in an efficient and cost effective manner while keeping in mind legal considerations and donor requirements where necessary. Reporting to the Operation coordinator or the Project Manager, s/he is directly in charge of property management, procurement of goods and services (with coordination of the Procurement Coordinator), transport and logistics. The incumbent will provide support and answers to questions related to administration, counsel and advice, and deal with customers with maturity, tact and diplomacy.
JOB RESPONSIBILITY 1: Contributing to the development/reviewing of Logistics Procedures & Processes /Receiving and Dispatching Goods (25%)
• To 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 supervision
• To ensure that CARE Staff and Partners receive the resources that they have requested for on time and in good condition.
• Managing the Azraq Camp Program warehouses/stores in accordance with policies and procedures and ensuring records are correct and updated
• Reconciling purchase orders with goods received; quickly addressing any problems or concerns and referring / communicating as necessary
• proactively ensuring that goods and assets are delivered according to specification (correct recipient, location, time, appropriate packaging/in-transit care etc.)
• Informing the relevant and requesting staff of the arrival of goods and storing them safely until they are collected
• Providing the relevant staff with information for entering and making data entries into the assets register so as to ensure that all data is accurate and up to date for assets disposal management.
• Ensuring that good and supplies received are analysed, ensuring quality and quantity meets requirement and documentation provided are accurate; filling in the necessary forms and have them authorised accordingly; where necessary ask for technical support for quality verification of technical items
• When needed, visiting vendors warehouse locations during packing and loading to ensure goods loaded for distribution meets request requirement.
• Being the focal point and person in charge of casual labour for loading/offloading good and supplies as and when needed
• Requesting payments of casual labour staff as and when necessary
• Making sure warehouse is clean, fumigated and necessary furnishing in place for receiving goods and supplies
• Developing stores consumption reports for accountability and reporting purposes
• Issuing all necessary camp entrance permits for Vendors and the same time for all National and International
Staff, volunteers and visitors.
JOB RESPONSIBILITY 2: Maintenance & Logistics/ Transport and Fleet Management (20%)
• 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 following it clearly.
• Insure that all the safety equipment’s are usable and functioning in all the program locations in the camp and all the vehicles.
• To provide a safe and efficient transport service to CARE Staff, Partners and Visitors; to ensure that all administration and reporting associated with vehicle and travel management is carried out in an accurate and efficient manner
• Liaising with the relevant team members to ensure framework agreement is in place for vendors for the following: fuel supply and vehicle rented companies
• Sharing with staff CARE vehicle policy and creating awareness and guidance for both personal and official use of CARE vehicles
• Ensuring that vehicles documentation are up-to-date and that all other legally required paperwork (e.g. driver licences) is in place to avoid vehicles being noncompliant when is use
• Monitoring the progress of vehicles en route and providing support in case of problems or emergency
• Ensuring vehicles rented for goods movement are in good condition and have in place necssary documentation for road worthiness
• Consolidating vehicle management reports highlighting where action needs to be taken
• Follow up on daily, weekly, monthly and annual maintenance schedule for all vehicles.
Organize the vehicle and transport management in an efficient and cost effective manner
• Supervise the overall vehicle management and ensure the application of CARE Jordan policies and procedures,
• Organize vehicle programming, vehicle movements and travels,
• Organize and maintain all local insurance and other documents needed for CARE Jordan vehicles and other equipment as necessary,
• Supervise the timely and proper maintenance of the vehicles, ensuring that daily and weekly checks are made on the vehicles and log sheets are available;
• Ensure approvals are in place before repairs are undertaken
• Analyze data on vehicle use and costs, and submit a monthly report to the Assistant Country Director/ Project manager , with appropriate recommendations for maintenance and renewal of the fleet.
• Produce the monthly summary of personal use of vehicle and prepare bills for users accordingly (with prior review and approval of the Assistant Country Director/Project Manager ).
• Ensure that new vehicles are correctly registered, insured, etc, and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Maintain the vehicle monitoring tools.
JOB RESPONSIBILITY 3: Manage CARE properties including offices, residences and the equipment therein (20%)
• 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.
JOB RESPONSIBILITY 4: Manage assets and inventory (10%)
• 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
JOB RESPONSIBILITY 5: Procurement Management / IBV & JV (15%)
• 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 coordinator.
•Close petty cash once needed.
•Raise all requested PRs & prepare all requested GRNs, RFP on time.
•Control, collect & finish all paper work ( attendance sheet, contacts…etc.) for IBVs & JV on monthly basis 2021 cost.
•Send the total cost for JV & IBVs to team leader on time to get approval & prepare RFA for IBVs, financial claims for JV, then Finished payments process at the camp & close IBV monthly advance with HR & finance on time.
•Follow up with Admin JV & Admin IBVs their tasks.
JOB RESPONSIBILITY 6: Emergency Response / Staff Security (5%)
• 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 (5%)
Qualifications/Education/Training :
Required: Bachelor’s degree in Business Studies or related field.
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
Experience/Technical Skills:
– Minimum 3 years related experience preferably from UN/INGOs sector
Applications can be submitted until 24th August 2023, via the below link after that interviews will start for selected applicants.
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