Ahmad Rafiq Alqasabaghli

• Manage and coordinate procurement and supply activities in a timely manner and in compliance with policies and procedures across Jordan’s mission.
• Work closely with Project Managers to ensure Project Procurement Plans have been produced for each project at the kick-off of each project; follow up on updates with Project Managers regularly and ensure that supply staff are also aware and fed in the procurement plans.
• Organize the purchases for the mission and ensure that the internal procedures of the Kit log are respected.
• Draw up a plan of the monthly purchases according to supply plans
• Receive procurement lines, sort them out, group them by sources of supply, and follow up on the procurement line process through the LINK (ACF procurement software)
• Conduct procurement processes, particularly for high-value and critical purchases in accordance with established procedures and donor rules.
• Identify mission needs for framework agreements and ensure proper processes to put these framework agreements in place.
• Responsible for handling contracts and supplier performance, reviewing contracts for selected suppliers, in addition to monitoring contracts utilization and providing recommendations on contract, and FWA renewals.
• Follow up the deliveries to lower bases and inform immediately the Logistician in charge in case of quantity or quality problem
• Implementing due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc.
• Keep the different departments informed of the treatment given to their orders at the mission level.
• Check and compile the monthly report for the supply part and the Logistics KPI for Amman
• Analyze the supply chain indicators and performance, report it to Deputy Log HoD
• Establish a work plan for the procurement and supply activities at coordination and the field bases.
• Delegate related activities and check that they are properly executed.

• Manage all the activity procurements, ensure procurements, and provide support and advice in relationships with suppliers and negotiations.
• Participate in the vendor selection process, compare costs, and evaluate the quality and suitability of supplies and services.
• Maintain open lines of communication with the home office, field staff, and project management units; and update field office contact lists for long-term staff, local vendors, and consultants.
• Support all technical component teams by coordinating logistics for programmatic events, and ensuring USAID guidelines, policies, and branding requirements are followed.
• Coordinate with the US home office, also with the field-based operation coordinator, and oversee the logistics for international and local short-term technical assistance (STTA)

1- Procurement:

• Lead in preparing, processing, and maintaining procurement instruments following internal controls and relevant legislation. Conduct initial needs assessment and determination relating to tenders, TOR, RFP, RFQ, local purchase orders, etc.
• Responsible and leading for sourcing products and services for the organization and the implemented projects in Jordan and internationally, by established procedures and donor rules.
• Led and participated in procurement activities, including bid openings, change orders, security deposits, supplier negotiations, progress payments, and direct lead on all high-value procurement and contracts.
• Leveraged valuable business relationships and skillful negotiations to obtain favorable vendor pricing.
• Built supplier relationships to mitigate risk and establish adequate purchasing arrangements with indirect and logistics customers.
• Managed, supervised, and controlled the execution of contracts with donors, suppliers, and service providers (health insurance, construction, transportation, and communications sectors)
• Work closely with program leaders to ensure that procurement plans have been produced for each program at the kick-off of each project; follow up on updates with program leaders regularly and ensure that supply staff is also aware of the procurement and supplies plans.
• Provide input and maintain relevant policies and procedures, including contract administration manual and procurement templates.
• Worked on the Microsoft Dynamics 365 Business Central development project, which includes (Financial management, Procurement management, and Project Management) as the organization aimed to control and organize its whole operations to ensure its business processes reach efficient and flexible procedures to lower costs.
• Excellent experience working with several donors and knowing donor guidelines. (ex: DRC, IRC, US Embassy, Olympic Refuge Foundation, EU Madad, GIZ, UNFPA, UNICEF, UN Women, UNDP, RDPP, Global Community, Laureus, Porticus.)
• Review and audit procurement files and processes as a part of the Internal Audit Committee, following the organization’s policies.

2- Administrative and Logistics:

• Led all the coordination for flight bookings and visa applications with related departments, field visits, and business travel according to the approved GFP and donor budgets.
• In charge of all the logistics and supplies related to all operational aspects of the organization
• Supervise and assign tasks to the team I manage “Admin Assistant & Receptionist, Admin and Procurement Coordinator, Services Officer, and Logistics team.
• Works directly with the COO and the Director of the Support Services Department and Operations on special projects, including performing periodic internal audits and spot checks to monitor compliance. Also involved in updating policies, procedures, budgets, staff inductions, orientation, or any required duties.
• Liaising with and supporting the whole team regarding major GFP events and leading the part for all logistical works for all major events.
• Supervise the process of issuing/renewing work permits and residency for international staff.
• Responsible for communicating any management or government announcements to the staff through identified communications channels.
• Lead responsibility for all admin budget lines expenses and spending.
• Participate in the recruitment process for several positions.


3- Inventory Management:

• Responsible for checking supply invoices against purchase orders.
• Managing stock levels and distributing supplies from stock.
• Conduct two physical inventory stock counts in Dec and Jun of each year.
• Prepare reports on adjustments to inventories, spoilt or damaged stock, and changes in stock location.
• Maintain stock records using manual or computerized systems
• Assess space availability and prepare stacking/storage plans before programming/contingency commodities arrivals.

• Manage and supervise a team of 16 members, including setting work schedules and organizing staff deployments, leaves, etc.
• Ensures (with input from the Director of Customer Experience Director) that work procedures and, if relevant standard operating procedures (SOPs) and in place, understood, and being carried out.
• Ensures that the team receives the required technical and logistics support.
• Ensures the team performs according to Company standard practices and relevant guidelines for the Customer Experience Department.
• Provide training, guidance, and support to the staff members to effectively perform their duties and promote a strong team spirit.
• Supports the team members in their everyday work working through problems, advising, coaching, resolving issues, and advising on achieving effective targets and results.
• Reporting to Higher management weekly and daily reports based on needs.