Procurement and Logistics Officer

Key responsibilities

Contracts

• Support in all preparatory work related to the launch of tenders, calls for expression of interest and calls for participation related to the different programmes implemented by the ALF.
• Handle all procedural work throughout the process from the launch until the contracting, including but not limited to preparing the documentation needed by the evaluation committees, serve as secretary to the evaluation committees, record results, compile evaluation reports, prepare notification letters to the awarded organisations/participants and maintain appropriate records for each call as needed for external audit.
• Responsible for the development of the application templates and final reporting templates for the different calls using Typeform platform.
• Preparing contracts, tender dossiers (services and supplies) and addenda to contracts if required.

Procurement of Logistics

• Serve as focal point with travel agencies and other logistics service providers in relation to direct organized, co-organised events and staff missions in line with the ALF procurement procedures and mission guide.
• Responsible for the coordination with participants about flight routes, obtaining price quotations, preparing price comparisons, preparing procurement orders, following up on service receipt.
• Responsible for preparing the procurement orders related to the requirements of events (flight bookings, venue, accommodation, transportation, simultaneous interpretation, catering services, etc.)
• Ensure proper documentation in line with ALF procurement procedures in coordination with the Finance Unit for audit.
• If required to travel to the event location, he/she shall handle custody and cash reimbursement and shall keep all appropriate supporting documentation.

Requisites

• A Bachelor’s Degree in a related field connected to the key responsibilities above.
• Minimum of 5 years of work experience in performing logistics functions related to the organization of events.
• Minimum 4 years of work experience with international donor’s procurement rules (preferably EU).
• Minimum 4 years of work experience with contractual regulations (preferably in the framework of EU service contracts).
• Excellent written and oral English and Arabic languages.
• Proficient knowledge of standard computer software (MS Word®, Excel®, PowerPoint and Outlook®).

Assets

• Knowledge and/or experience in PRAG (Practical Guide to EU External Actions)
• Specific training courses/experience related to tenders, contracts or procurement rules
• Carried Similar tasks in donor funded programmes
• Analytical skills and attention to details
• French language