Procurement and Logistics Officer

Overall Responsibility

Responsible for planning, coordinating, and administering procurement functions, including solicitation, issuance and evaluation; purchasing of all supplies, commodities, materials and services needed for Islamic Relief operations.

Main Duties and Responsibilities

1. Analyzes and evaluates requisition forms to ensure purchases meet requirements of the IRL.
2.  Communicates with vendors to interpret, clarify, inform and resolve procurement issues.
3. To organize files, folders and archives.

1. Prepare periodic reports for the purchasing process.
2. Prepare contractor and ensure compliance with all contractual terms and conditions. Takes necessary steps to resolve performance issues.
3. Assists Department managers and employees in developing solicitation specifications, reviewing solicitation evaluations and editing these documents to ensure adherence to IRL procurement policy requirements.
4. Data entry for all procurement tendering and quotations, using required software’s.
5. Initiates and processes requests for quotations/proposals for Department purchases, researching, evaluating and making appropriate selection of commodity or service classification from the prepared vendor list.
6. Conducts solicitation process to include pre-solicitation conferences with potential vendors to clarify bid specifications, openings to determine responses, evaluation of offers and recommendation, and selection and notification to chosen contractor.
7. Directs evaluation of proposals by chairing evaluation committees and calculating weight factors for cost proposals.
8. Supervise the warehouse working process.
9. Supervise the car movements working process.
10. Monthly payments.
11. Clarify the IR position and philosophy on purchase-related issues.
12. Perform other duties according to the Line Manager directions.

Person Specification                                                                                                                                     

Experience / Education/Skills- Essential               

• A bachelor degree from an accredited University with major course in Business Administration Accounting, Finance or Related Field.
• Minimum three years of buying/purchasing experience, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• Proven ability to work independently and as a team member.
• Ability to take initiatives if required.
• Ability to multi-task effectively as well as display professionalism and confidence.
• To be ready to work overtime and readiness to travel.

Ability To

• Ability to establish and maintain effective working relationships with suppliers and contractors.
• Work independently with minimal supervision.
• Review, proofread, and verify forms and financial documents for accuracy in calculation, coding, and adherence to policies and procedures.
• Compose written materials of moderate to complex difficulty on procurement-related issues.
• Establish and maintain effective working relationships with those contacted in the course of assignment.
• Communicate in a group environment in order to conduct pre-bid conferences.
• Perform detailed contractual and financial work with a high degree of accuracy.
• Communicate clearly and concisely, both orally and in writing.

Language                                            

• Fluency in English & Arabic (written and spoken).

IT skills                                

• V. Good computer skills.

General Skills                   

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

Disposition                                        

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islam.
  

  Overall Responsibility

  Responsible for planning, coordinating, and administering procurement functions, including solicitation, issuance and evaluation; purchasing of all supplies, commodities, materials and services needed for Islamic Relief operations.

   

  Main Duties and Responsibilities

• Analyzes and evaluates requisition forms to ensure purchases meet requirements of the IRL.
•  Communicates with vendors to interpret, clarify, inform and resolve procurement issues.
• To organize files, folders and archives.

•  

• Prepare periodic reports for the purchasing process.
• Prepare contractor and ensure compliance with all contractual terms and conditions. Takes necessary steps to resolve performance issues.
• Assists Department managers and employees in developing solicitation specifications, reviewing solicitation evaluations and editing these documents to ensure adherence to IRL procurement policy requirements.
• Data entry for all procurement tendering and quotations, using required software’s.
• Initiates and processes requests for quotations/proposals for Department purchases, researching, evaluating and making appropriate selection of commodity or service classification from the prepared vendor list.
• Conducts solicitation process to include pre-solicitation conferences with potential vendors to clarify bid specifications, openings to determine responses, evaluation of offers and recommendation, and selection and notification to chosen contractor.
• Directs evaluation of proposals by chairing evaluation committees and calculating weight factors for cost proposals.
• Supervise the warehouse working process.
• Supervise the car movements working process.
• Monthly payments.
• Clarify the IR position and philosophy on purchase-related issues.
• Perform other duties according to the Line Manager directions.

•  

  Person Specification                                                                                                                                     

  Experience / Education/Skills- Essential               

• A bachelor degree from an accredited University with major course in Business Administration Accounting, Finance or Related Field.
• Minimum three years of buying/purchasing experience, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• Proven ability to work independently and as a team member.
• Ability to take initiatives if required.
• Ability to multi-task effectively as well as display professionalism and confidence.
• To be ready to work overtime and readiness to travel.

• Ability To

• Ability to establish and maintain effective working relationships with suppliers and contractors.
• Work independently with minimal supervision.
• Review, proofread, and verify forms and financial documents for accuracy in calculation, coding, and adherence to policies and procedures.
• Compose written materials of moderate to complex difficulty on procurement-related issues.
• Establish and maintain effective working relationships with those contacted in the course of assignment.
• Communicate in a group environment in order to conduct pre-bid conferences.
• Perform detailed contractual and financial work with a high degree of accuracy.
• Communicate clearly and concisely, both orally and in writing.

•  

  Language                                            

• Fluency in English & Arabic (written and spoken).

• IT skills                                

• V. Good computer skills.

•  

  General Skills                   

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

•  

  Disposition                                        

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islam.