Procurement Officer (Nationals Only)

Position: Procurement Officer

Duty station/Hub/ Field: Amman/Syrian Crisis

Posting date:14/09/2022

Closing date: 24/09/2022

Humanity & Inclusion is an equal opportunity employer and strongly encourages women and persons with disability to apply.

PRESENTATION OF Humanity and Inclusion

Humanity & Inclusion (HI) is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Humanity & Inclusion is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

For more details on the association: http://www.hi.org/

MISSION CONTEXT

The Syrian crisis is the greatest humanitarian crisis of the last 20 years. According to the latest UN figures, about 11.7 million people are currently affected by the crisis in Syria, including about 6 million IDPs, while over 5 million Syrians have sought refuge in neighbouring countries or in Europe. The current humanitarian response only provides a patchy and partial coverage of the growing humanitarian needs. Nine years after the beginning of the crisis, the number of injured persons in Syria keeps rising, with a severe lack of healthcare in many areas. In large areas of the country, the local economy is in bad shape local populations and IDPs are in need of livelihoods assistance. The inclusion of the most vulnerable, including persons with disabilities, in the humanitarian response remains a major concern.

HI is managing a large humanitarian program from three different hubs (Beirut, North-West and North-East), along four main pillars:

1. Support to health partners (hospitals, psychosocial support centers, local NGOs) for the provision of multidisciplinary rehabilitation services (physical rehabilitation, psychosocial support and/or prosthetics and orthotics) and standalone psychosocial support services, through training, technical supervisions and donations of assistive devices and/or equipment;
2. Education to the risks and effects caused by conventional weapons (including mines, explosive remnants of war and small arms light weapons) and non-technical survey of hazardous areas;
3. Livelihoods assistance, with a combination of cash for work, vocational training, small grants for businesses and apprenticeships;
4. Training and technical support to other humanitarian actors on the inclusion of persons with disabilities and other vulnerable persons in the humanitarian response (with a special focus on inclusive health and inclusive livelihoods).

The actual intervention is based on a mix of remote management of national teams, remote partnerships with local structures and organizations, and direct implementation programs.

OBJECTIVES OF THE POSITION

Under the responsibility of the Hub Logistics Manager, the Procurement Officer contributes to the implementation of Humanity & Inclusion’s mandate and 10-year strategy in his or her home country. He/she contributes to the implementation of projects by providing technical expertise and ensuring that the quality and impact of the project(s) concerned is optimised. He works closely with the programme’s technical team.

HIERARCHICAL & FUNCTIONAL LINKS:

• Line manager: Hub Logistics Manager
• Line manager+1: Hub Manager
• Team Managed: Non
• Coordination with Project Managers, Project Officers and partners

MAIN RESPONSABILITIES

Mission 1: PROCUREMENT

• Establishing International Framework Contracts for the North Hub Supplies through Tendering, Supplier selection criteria, RFP’s/ RFQ’s, Negotiations, Bid Analysis, Due Diligence, Contracting…etc.
• Conduct National & International high-volume Procurement operations according to the correct procedures and prepare all the needed documents.
• Compile the whole PSR folder / documents, properly archive them and submit them to facilitate invoice processing and Payments.
• Manage all Procurement operations for all bases inside Syria remotely through our Logistics Teams in the field and guide them during the whole procurement process (Purchase Requests Validation, RFQ’s, Bid Analysis, Purchase Orders validation, receiving goods/Services, Submitting Payments), to maximize operational and financial performance at the organization, all while reducing audit risks.
• Audit all logistics Folders on Monthly basis (Internal Control).
• Timely follow-up on all purchase requests for the bases and ensure that the correct procedures are applied in the purchase of the goods and services and proper documentation trail is maintained.
• Follow up on payments for suppliers to manage accruals and cash flow effectively.
• Manage Contracts and Long-Term Agreements: Creation, Execution, Anticipation of Renewal and analysis.
• Follow-up on HI Facilities & Fleet lease agreements expiration dates and anticipate the renewal.
• Prepare Derogation requests / Note-to-Files and follow up with the proper signature’s authority matrix when required.
• Vendors Management: Searching for new suppliers of relevant categories, identify new sources of Supply in a proactive manner or according to specific requests, conduct frequent Market Surveys and update and maintain an active supplier list (Database).
• Ensure constant up-to-date Procurement Monitoring Charts (PMC).
• Perform category spend and supplier’s Evaluation / Analytics and Participate in the review/build of Supply & Procurement & Distribution Plans.
• Train and Support logistics staff in the field and ensure that they conform to Procurement established procedures and assist them in producing monthly regular reports.
• Ensure availability of the needed materials and consumables for the North Hub.

Mission 2: WAREHOUSING AND STOCK MANAGEMENT

• Coordinate with the relevant staff regarding the reception of International consignments to the Warehouses.
• Supervise the preparation of receiving notes and creating Item reference Codes for the received items.
• Ensure that all Stock Release Orders, Stock Return Orders, Stock Transfer Orders and Receiving Notes are issued on timely manner and all transactions are recorded on the Inventory System.
• Checking & Validating the Data of all incoming materials, outgoing materials and Stocked material for the organization and the organization’s Partners.
• Ensure 100% reconciliation between issued Stock Release Orders (SROs) and issued Donation Certificates (DC).
• Maintain up-to-date Inventory System, and issue Regular Stock Reports.
• Ensure regular Physical Check & Count of the Stock is done frequently by the Warehouse assistants.
• Training of Warehouse assistants in the field and ensuring that they conform to the established procedures and assist them in producing regular Stock Reports.
• Support the field logistics teams in Warehouse selection, assessments & design.

Mission 3: EQUIPMENT AND ASSETS

• Ensure appropriate Equipment & Assets management and tracking for all North Hub Bases (Identification, Registration, Affectation, Equipment files).
• Ensure all equipment is operational and that staff are trained on its proper use, according to HI standards.

Mission 4: PARTNERSHIP FOLLOW UP AND COLLABORATION

• Provide the needed support and capacity building for the Hub partners whenever needed Train all Partners logistics focal points on all Logistics Management procedures.
• Check & Validate Partners Procurement and Stock Management Procedures.

Mission 5: IT

• Support the IT Officer when necessary and Solve IT technical Issues when needed.

Mission 6: REPORTING

• Prepare, Update and submit the required monthly Logistics reports.

Mission 7: Demonstrate ethics and professional practices

• Show professional ethics, respect and promote Handicap International mandate.
• Respect the Handicap International protection of children policy and protection of beneficiaries from sexual exploitation and abuse policy and report to your line manager any non-respect of HI’s policies amongst the teams or partners.
• Respect the Handicap International policy and mechanisms for the prevention of, and fight against, bribery and report to your line manager any non-respect of HI’s policies amongst the teams or partners.
• Observe at all times strict commitment to Handicap International Security & Safety regulations as per procedures in place at mission level.

Note that this job description will remain flexible, to respond to additional tasks or changes as identified by the line manager or functional manager.

REQUIREMENTS

Education and experience:

• Minimum 3 Years of experience in Supply Chain Management; Logistics; Procurement; and Inventory Control, within the humanitarian sector.
• Bachelors Degree in a relevant Field: Industrial Engineering, Supply Chain/ Logistics, Finance, Accounting or Business Adminstration.
• INGO/NGO expereince is a must.
• Proven Experience in Remote Management

Interpersonal Skills:

• Fluent in both English and Arabic Languages.
• Holding or Working towards a qualification in logistics, procurement, or supply chain management would be an asset.
• Excellent use of Microsoft Office Applications (Excel, Outlook, Word, PowerPoint…etc.)
• Excellent Communication and Email writing Skills.
• Highly organized, dedicated, detail-oriented, and able to prioritize tasks to meet deadlines.

Language:

• Fluency in English language (oral and written)

JOB CONDITIONS

• Remuneration: according to HI salary Scale
• Expected Starting date: Mid of October, 2022
• Duration/ Type of contract: 6 months (renewable)
• Benefits: Transportation and Health Insurance
• Mobility: Amman with possible travels in the region

RETURNING NATIONAL CANDIDATES: We strongly encourage candidates with disability to apply for this position. Humanity and Inclusion strives to attract, motivate and retain staff in our programs.