Procurement & Logistics Officer – Idleb – Bab Alhawa Office

VACANCY REFERENCE: PO-BA-010

JOB SUMMARY

JOB PURPOSE:

The Procurement & Logistics Officer delivers quality services in procurement and logistics, acting in coordination with the Procurement Unit, he will act as Procurement and Logistics Officer for inventories of commodities and is required to be well-versed in all relevant rules, guidelines, processes, and procedures and is responsible for timely reporting on logistic matters. He ensures proper and effective use of UIYV resources, with key responsibility in terms of reporting of stocks in warehouses and movements of goods (reception and handover). He will be a focused approach to implementing the rules, procedures, and guidelines, providing support and guidance to the Country Office in logistic matters.

SPECIFIC TASKS AND RESPONSIBILITIES

Procurement:

• Ensure that there is value for money for all the procured goods and services by ensuring that all procured items are of good quality and meet the set standards.
• Participate in the procurement processes (technical evaluation for the suppliers – participate in some PC MM)
• The procurement officer will take lead in ensuring that contracts drafted met the standard requirements before being submitted for final approval.
• Ensure UIYV rules, regulations, and procurement standards are upheld in all procurement processes.
• Take part in achieving the performance objectives in the procurement and logistics sector by ensuring that 90% of the procurements are done timely.
• Attending tendering processes as needed, assisting in the identification of pre-qualified suppliers, and updating supplier performance data.
• Preparation of all the procurement documents according to the documents checklist and submission for review as per the procurement authority matrix before submission for approval.
• Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services. Confirm any other relevant information from requestors and seek recommendation from the regional or head of department
• The procurement officer is responsible for all procurement filing and ensures that all documents are filed in an orderly manner for safety and easy retrieval.
• Prepare all procurement payment documents according to the UIYV checklist and submitted to the finance department.
• Follow up the submitted payments with the finance department to ensure that all payments transfer is within the timeline.

Logistic:

• Provide needed support in supervision, monitoring, and detailed recording of all warehouse and stock movement activities consistent with UIYV procedures requiring complete accuracy and timely delivery.
• Proper coordination with warehouse management, includes storage space, condition, and the actual storage of stock.
• Prepare appropriate forms for Logistics and designation of project and quality materials ensuring approval by the appropriate UIYV staff.
• Work closely with vendors to obtain needed materials with particular attention to cost control, quality, and timely delivery.
• Prepare procurement & logistics report and share it as per the agreed timeline.
• Ensure appropriate management of communications systems at UIYV sites.
• Weekly updates technically with the head of the department, (weekly work plan) on all logistical activities.
• Maintain familiarity with relevant logistics compliance issues as required by policies of UIYV, donors, and legal statutes to ensure compliance.
• To carry out other responsibilities and duties as requested by the line manager.

Reporting Arrangements

The procurement & logistic officer will report technically to the Senior. Procurement & Logistics officer. The position will not have any supervision responsibilities at the beginning but depending on how the program evolves, the position may have supervisory responsibility.

Personal Specifications

Essential:

• A degree in Business administration or equivalent.
• Relevant experience of 3 years and above, preferably working in a busy organization INGO environment.

Competencies

• Proven commitment to accountable practices.
• Experience in working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and periods of long hours.
• Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
• Proactive, stable, and robust character and a good team player.
• Excellent communication skills, calm, and a good sense of humor.
• Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.

Language

• fluent in English & fluent in Arabic (written and spoken are must).

IT skills

• Very Good computer skills.
• Proficiency in the internet and search tools.
• Proficiency in MS office and the ability to use the software necessary for project management and reporting. (Excel and word are a must)

Personal Attributes:

• The incumbent must also demonstrate the following personal attributes:
• Be honest and trustworthy.
• Be respectful and flexible.
• Possess cultural awareness and sensitivity and demonstrate sound work ethics.