Procurement, Logistics and Admin Officer

The role of the Procurement, Logistics and Admin Officer is mainly to:

Provide overall supervision and coordination of staff and activities in the procurement and logistics unit.

Ensure the proper design and timely functioning of a service- and support-oriented procurement management system for grant projects, including procurement, contracting and logistical support.

Ensure that all necessary documents are collected and submitted to the Mission Unit each time a vetting process is required.

Keep in mind program requirements, donor regulations, procurement policies and financial guidelines, establish, maintain and reinforce a catalogue of procedures governing procurement, contracting and logistics support activities for the program.

Establish and maintain centralized records of all aspects associated with procurement and logistics of grants throughout the area to ensure that the highest standards possible are followed.

Ensure consistent communication, coordination and responsiveness with the grants manager and field coordinator on the status of procurement, contracting and logistics activities.

Establish and maintain an internal tracking system that ensures expenditures are properly coded to grants.

Implement proper control and monitoring procedures for the procurement and contracting processes; responsible for ensuring the transparency and competitiveness of bids analysis, and bidding and tendering processes.

Prepare and conduct Request for Quotations (RFQ’s), Purchase Requests, Bid Analysis Sheet (BASs), and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with procurement regulations.

Provide recommendations on pricing, sourcing and specifications relating material, goods and services for the program in order to improve grant deliverables and project quality.

Create and update a pricing list for most commonly used items for the program.

Monitor the procurement and logistics competency of ongoing CCI projects and evaluate the same on completed projects.

In conjunction with appropriate engineering and field coordination teams as well as governmental counterparts, encourage and help develop standard designs for bidding and tendering processes taking into consideration locally available resources, and safety and security concerns.

Ensure that all paperwork and procedures are followed for customs and duty exemptions in coordination with the SRMO and relevant government offices.

Ensure that all procurement and contracting processes are in full compliance and all activities are up to date and donor reporting and auditing requirements.

Implement effective internal control of assets, inventory and property management.

Assist in the coordination of vehicle controls, supervision of drivers, and management of staff movements. Maintaining a daily presence in the office

Paying office related bills (rent, internet, electricity, cleaning services, water supplier, etc.)

Compiling administrative and accounting documents related to current project and/or to the office

Making monthly inventory of materials at the office and preparing list of needed materials for the office and for the project

Responsible for Purchase Order, Purchase Request and issuing checks.

Taking minutes of meetings

Scanning and archiving documents

Managing the organization’s contacts list

Making appointments and reminding the Director about them.

Archiving, updating and following up on the NGO’s institutional legal and financial documents (statutes, yearly fiscal reports, office bills, etc.)

Proofreading documents (Arabic and English)

Transcribing handwritten minutes or materials (i.e. flipcharts from workshops)

Preparing and/or editing PowerPoint presentations

Collect daily reports from team members.

Daily reporting for Project Manager.

Translating documents (English to Arabic and Arabic to English).

Ensure the office Upholding.

Perform other duties as required by Akkarouna