Technical Logistics Officer - Procurement
Norwegian Refugee Council
Total years of experience :15 years, 3 months
- Assist in the Agresso Procurement Module role out.
- Provide Agresso Procurement Module trainings and refresher sessions for Requestors, Budget Holders and Procurement Staff.
- Trouble shoot and provide guidance if needed for Agresso procurement module users (Requestors, Budget Holders and Procurement staff).
- Assist in the development of procurement related SoPs, systems, procedures and templates both at the Amman and the field level.
- Build the capacity of field logistics staff in the area of procurement and establish the necessary tools and systems required to manage procurement with a value of up to 5000 JOD
- Conduct regular market surveys and support with supplier pre-qualification for commonly purchased goods and services at the field level, ensuring an up to date supplier database with key supplier information is maintained at each location
- Identify and support in the development of local Framework Agreements for commonly purchased goods and services
- Ensure local procurement conducted is in compliance with NRC and donor procurement policies and procedures, conducting regular spot checks of procurement files to ensure said compliance
- Ensure paper and electronic records are maintained in a systematic manner in line with NRC's standard procurement procedures, providing a clear auditable trail
- Advise and support NRC Jordan programme staff in the field in all procurement processes (which includes providing training to key programme staff in procurement policy and procedures)
- Establish and maintain good professional working relationships with suppliers, service providers and contractors whilst strictly adhering to NRC's anti-corruption guidelines and NRC's code of conduct
- Any other duties as assigned by Line Manager
- administration of procurement, payments, logistical and organizational support for project management.
- financial administration in line with GIZ standard procedures (recording of cash book, invoice/receipts preparation and registration).
- coordination with the project technical colleagues and the Departments of GIZ Main Office in Amman.
- organizing and supervising consultancy and project teams (in cooperation with superior).
- organization of workshop & events for the project
- innovation and knowledge management at all stages of project planning, implementation and monitoring.
- Support networking activities among key stakeholders and partners.
- SWM Portfolio Focal Point for Travel Management (booking of flights, travel applications, etc.)
Project administration
- performs administrative and office support activities
- organizes meetings and events, including welcoming and receiving visitors and official guests
- keeps inventory according to GIZ Rules and Regulations using the related GIZ software system
- handles procurement of goods in accordance with GIZ guidelines
- handles procurement of services (contracts) in accordance with GIZ guidelines
- follows up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration
- supports in preparing financial reconciliations, fund requests, financial agreements and local subsidies / financial grants
- monitors vehicle logbook and fuel consumption; follow up scheduled maintenance
- filing electronically (DMS) and in paper documents as per GIZ rules and regulations.
Project coordination
- supports the coordination and communication with local stakeholders
- coaches local beneficiaries and consultants on appropriate handling of GIZ financial requirements
- prepares for regular project bookkeeping sessions with the finance department at GIZ Office
- follows up monthly and reports on receivables, unsettled item and advances registered in projects’ bookkeeping journals
- prepares for internal control sessions conducted by GIZ Office Amman, GIZ HQ Audit Unit, EU audits and other related external audits
- follows up on recommendations of internal control reports (and monthly error sheets produced by the GIZ Office
- supports facilitation of short term consultants’ work
- assists in translating and presenting results, outcomes to stakeholders
- supports (admin) knowledge management and sharing with other GIZ projects and/or other relevant parties
Other duties/additional tasks
- represents the interests and always acts on behalf of GIZ
- conducts other relevant tasks upon the requests of the direct superior
- regularly follows up on changes in GIZ Orientation and Regulations Tool (O+R)
- Roll out new procurement module in Lebanon 4 area offices - Bekaa, North, South and Beirut.
- Together with the Country Logistics Manager, develop and tweak SOP to be inline the new procurement module.
- Provide training for LB country office.
- Trouble shoot and follow up on the progress of the roll out.
- detect errors and predict problems.
- other assigned tasks.
- Administrative & Logistics
- Oversee centralized operations.
- Ensure operations run smoothly within departments such as materials scheduling and distribution, Sales and delivery, records management, telecommunications management, security, recycling, wellness, and transportation services.
- Ensure contracts, insurance requirements, and government regulations and safety standards are followed properly.
- Plan long and short-term maintenance needs.
- Modernize and update equipment.
- Oversee support services.
- Answer directives from Management.
- Oversee the preparation, analysis, negotiation, and review of contracts related to the purchase or sale of equipment, materials, supplies, products, or services.
- Handle the acquisition, distribution, and storage of equipment and supplies.
- Preside over disposal of unclaimed property.
- Plan and design grounds maintenance.
- Supervise a building's operations and maintenance, real estate, project planning and management, communication, finance, facility function, technology integration, and environmental factors.
- Plan work spaces.
- Oversee renovation projects.
- Monitor facility for security.
- Plan delivery of goods and services on behalf of the operation following DACO standard practices and keep documentation to full audit trail standards, and where required provide advice / negotiate contracts required by the operation for goods and services.
- Manage the warehouses and stock levels of commodities within the area of responsibility and ensure information regarding recorder levels and safety stock.
- Plan and organize the operational transportation requirements.
- Produce regular, timely and accurate narrative and financial reports for the higher management.
- Carry out high quality local procurement when required which is accountable, transparent and compliant with the Procurement Policy.
- Responsible for and management of Working Advance required to support unforeseen daily operational requirements, local procurement and settle timely and accurate reporting.
- Projects assigned by the higher management.
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- HR
- Maintain the work structure by updating job requirements and job descriptions for all positions.
- Create ‘open door’ environment so that employee issues and concerns are surfaced and addressed; craft appropriate responses to employee relations issues
- Maintain organization staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; recommending changes.
- Maintain a pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay actions; recommending, planning, and implementing pay structure revisions.
- Maintain employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management.
- Maintain management guidelines by preparing, updating, and recommending human resource policies and procedures.
- Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
- Maintain human resource staff job results by counseling and disciplining employees; planning, monitoring, and appraising job results.
- Assume full responsibility for the local medical insurance plan, including conducting annual surveys externally and internally, making recommendations to the management for enhancements/changes to the policy and handling employee issues.
- review and update health and safety policies and ensuring they are observed
- Implement and promote equality and diversity policy
- Ensures the confidentiality of company files and records.
- Delegate work to HR and Administration staff and manage their workload and output.
Software Engineering