Regional Senior Procurement / Admin / Log / Partnership
SPARK NGO
Total years of experience :12 years, 5 Months
SPARK International Senior Regional procurement/admin/ partnership officer MAY 2023- Present
A- GENERAL POSITION SUMMARY:
Responsible to ensure compliance with SPARK policies and procedures and donors’ rules and regulations in relation to Partnership, Procurement, Warehousing, Fleet Management and Asset Management. Also, will handle large-scale Partnership/ procurements in collaboration with Reginal Operation Team.
Responsible for establishing in house internal controls, in compliance with national and international donor requirements in the administrative and operational areas.
B- ESSENTIAL JOB FUNCTIONS:
• Coordinate and oversee the management of the Partnership, supply and logistics support for operations in MENA Region Area Offices, including advocating, reviewing and providing technical support.
• Manage the expansion of SPARK Host’s existing Implementing partners/supplier portfolio and ensure professional management of suppliers and contractors at all times.
• Ensure monthly documented meetings with direct reports with particular support to their development and capacity building.
• Ensure internal and external compliance regulations adhered to, within deadline, for all Partnership /Logistics activities in MENA.
• Oversee the Logistics Team in the management of MENA region procurement, Fleet Management, Asset management, and explore the options to further expanding the potential procurement opportunities in the vicinities of the area of support.
• Oversee MENA Admin Officers in the management of SPARK premises, building maintenance, and any governmental related business, also in term of Stock and Assets management, ensure compliance with donors’ rules and regulations.
• Manage, implement/maintain and follow SPARK standard warehousing/stock practices and supervise staff in record of keeping best audit standard.
• Provide training for line managers with logistics responsibilities, particularly in Procurement procedures, Fleet and Stock & Assets management.
• Attend Monthly coordination meeting and work on improving the communication between the MENA region bases, logistics units, and program units.
• Conduct periodical Corruption Risk Mapping (CRM) checks requested by Compliance department on fleet, assets and procurement
• Other tasks as assigned by the Regional Programs Director.
Nov 2021 - Present
A- GENERAL POSITION SUMMARY:
Responsible for overseeing procurement aspects of Mercy Corps’ Syria program. Working closely with Program, Administration, Finance and Logistics. Also Supporting program activities. Supporting the procurement processes in Northwest Syria (NWS) with support for procurement team members based in NWS and Amman.
This includes activities such as: acting as point person for receiving Purchase Request (electronically and written), acquiring competitive quotations from local and international markets and electronic filling of procurement data. act as point person with vendors in NES and KRI region from the Amman Office.
B- ESSENTIAL JOB FUNCTIONS:
Have a clear understanding of the procurement policy and assist in advising program and office management on required practices and procedures.
- Daily coordination of procurement activities
- In coordination with Procurement Coordinator, perform and document price and cost analysis in connection with every procurement action. Price analysis will generally take the form of comparison of quotations, market prices or other indices.
- Cost analysis should ensure that each element of cost is reasonable, allowable under Mercy Corps and donor regulations, and acceptable to project based on relative benefit; pre-awards suppliers, negotiates prices and conditions, review Selection table.
- Prepare contract/agreements/Framework agreements if required and ensure the contracts comply to country law and regulations.
- Tracking and monitoring all procurement process including providing monthly procurement status update.
- Provide additional technical assistance to program team as necessary to maintain high standard of accountability on the purchases.
- Maintain the filing system of Procurement documents and update the tracking system accordingly.
- Manage the PR Master list and make updates, on an ongoing basis, also follow up on the procurement portfolio and initiates long-term agreements for ongoing purchases.
- Ensure proper management control of the procurement goods and services in compliance with Mercy Corps policies and procedures.
- Support processing payments for completed procurements ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills are completed by relevant staff, and submitted to finance.
- Continuous follow up with the finance department on all pending or and delayed payments.
- Supervises all the contracts/Purchases from the time we receive the request until the receiving at the destination.
- Maintain filing system of procurement files electronically including Supervise the upload of all required purchase orders files by Purchasers in his / her responsibility, on NAS and make sure the proper archiving.
- Collect offers from potential vendors for all operations and program requirements.
- Conduct himself/herself both professionally and personally in such manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission
- Other duties as assigned
Responsible for all on bases aspects of the logistics and security functions For JPS and Projects and its partners (UNHCR, OCHA), under the line Management of finance and admin manager.
Hierarchical Relationship
Line manager: Finance and admin manager.
Supervision: fleet officer, procurement assistant, storekeeper, drivers, housekeep.
A. Specific Objectives:
- Establish, improve, and enhance the all-logistic department policies (SOPs) in line with donors’ requirements (UNHCR, OCHA) etc,
- Contribute and provide information to assist in the development of all logistic department activities.
- ensure good logistical performance and provide the best possible support to the programs / projects.
B. Main Objectives
• Procurement, Contracting, tendering:
- Develop and monitor the supply plan on monthly basis, establishing the treasury forecast.
- Monitor and coordinate ongoing procurement orders in all stages to ensure orders are in line with the SP, and the allocated budget, also in line with internal and donors’ regulations,
- Monitor and review of information about technical purchase orders and contracts,
- Clarification of tender conditions and Contribution in cost and price calculations, coordination of tender reviews and deadlines, performance in respect of costs, quality, and timeliness in the supply chain (purchasing, transport, stock),
- Ensure efficient supply administration and provide adapted tools to support the various supply activities by supports the supply-chain Planners in deciding stock levels based on suppliers' delivery lead times.
- Insure and supervises and update the standards of the contracted products and services, guaranteeing a real traceability of the quality of the purchase.
- Performs yearly performance evaluation for the major suppliers.
- Participate actively in Treasury forecast (BOQ, Spending plan).
- Responsible of planning and monitoring JPS running operational cost financial lines management (Expenses follow up, forecast, OFU, BFU).
- Pre-audit preparations, response into internal and external audits inquires.
- Follow up on the expenditures and its right allocation (budget control).
• Fleet management
- Supporting the fleet officer in fleet management by ensuring fleet system is in updated, in place and followed
- Make a spot check on vehicles fuel and maintenance system to ensure its in line with JPS and donor requirements.
- Ensure the safe and proper use of vehicles.
• Inventory, assets, and ICT
- Monitoring, Assessing, and supporting storekeeper in inventory management by, improving JPS inventory and assets management,
- Ensuring inventory and assets tracking system and reporting is in place,
- Updating projects BOQs accordingly and plan the stock supplying according to project’s needs, ensuring all assets for each project under JPS or/and donors is registered, documented in line with assets management guideline (ICT assets, electrical equipment, furniture).
• Provide leadership in the area of activity. • Security management. • Coordination and Project support.
Responsible for all on site aspects of the logistics and security functions For Madaba Project, under the line Management of Field coordinator.
Hierarchical Relationship
Line manager: Field Coordinator, Technical line manager Logistic head of department (coordination).
Supervision: logistics assistant and drivers.
• Procurement and Contracting
- Strategically plan and manage procurement process (SP), Direct,
- Optimize and coordinate full order cycle.
- Develop or / and update supplier data base,
- Liaise and negotiate with suppliers, manufacturers and retailers to secure advantageous terms,
- Place and /or Monitor purchase orders and contracts,
- Ensure that each stage of the procurements progressing (direct procurements, Requests for Quotation and procurements against framework agreements) on time, on budget, to the right quality standards, and in line with internal and donor regulations.
• Fleet management
- Planning and Managing the Madaba fleet.
- Ensuring vehicles are well equipped and safe to operate and compliant with ACF and local regulations, and equipped with GPS tracking sys,
- Responsible for the smooth running of the day-to-day fleet operations including planning, contract management, monthly payment processing, maintenance, monitoring, and reporting
- Coordinate between dispatch officer and other bases to optimize safety and cost effectiveness, ensure driver are trained, analyze fleet usage (consumption) and driver behavior,
- Monitor and follow-up vehicle maintenance is carried out,
- Responsible of the efficiency of goods transportation according to the needs,
- Ensure driver, passengers adhere to ACF transportation polices through developing and implementing a capacity building plan for drivers and logistics,
- Prepare and validate monthly KPI fleet reports
• Asset, Furniture and Office Stock
- Responsible of the proper layout of all premises in terms of equipment, furniture, and consumables according to the needs and the ACF regulations, Responsible of the proper follow up of the equipment according the ACF procedures in Madaba base, Responsible for the safety and security of the equipment, Supervise and provide regular support to the national staff in terms of follow-up of equipment & furniture, track assets and update asset tracker.
• Inventory management & Premises (Office / workshop management)
- In charge of the store management and control system, Plan the stock supplying according to local constraints, keep track of quality, quantity, stock levels, delivery times and all the related documentation, Prepare and validate monthly KPI reports related to asset, and warehouse.
- Responsible of the construction/rehabilitation works for Madaba base and Project sites. Responsible of all contracts and follow ups for all the premises in the Madaba base (lease, maintenance, running cost, etc.), Responsible of the identification, setting up, safety and security implementation of all new premises in link with Coordination team, providing the assessment needs and follow up.
• Finance and Budget management
- Participate actively in Treasury forecast (BoQ, Logistics and project’s needs), Responsible of logistics Budget lines management (Expenses follow up, forecast, OFU, BFU).
• Coordination and Project support
- Provide technical support and inputs to the team as needed on energy, vehicles, construction and/or rehabilitation, overseeing technical components of construction or rehabilitation with contractors. to ensure a smooth project implementation, provide trainings to all departments in terms of Logistics procedure, participate actively to all meeting (weekly meeting, biweekly support meeting), Provide any additional support upon request of Line Manager, Report on monthly basis to the Field Coordinator and to the Logistic Coordinator (Monthly narrative report).
• Security.
• Communication and IT management.
Based in Mafraq under the direct management Field Coordinator, ensure an efficient logistical support in Zaatari and Azraq Refugee camps, check and follow up of all Humanity and Inclusion International procedure (Security management, Procurement, Stock management, Fleet management, Equipment and IT follow up and general logistics) with the staff under responsibility (logistics assistant and fleet assistant) and supervise all related logistics activities in the assigned area by managing logistic team, and being the focal point for all logistical and security aspects in Zaatari and Azraq Refugee camps and ensure the respect of all logistics and security procedures.
Hierarchical Relationship
Line manager: Field Coordinator, Technical line manager Logistic head of department (coordination).
Supervision: Logistics Assistant, Fleet assistant, 25 Drivers, 12 watchmen, Maintenance Agent, Contractors, daily workers.
• Procurement.
- Planning and guaranteeing efficient supply chain plan in coordination with project teams,
- Set up and check on the regular updating of a supplier’s database,
- Lunch and follow the procurement from early process into the delivery of items, ensure regular procurement follow up in close collaboration with the administration department for down payments and monthly budget follow up.
- Performance in respect of costs, quality, timeliness, and producers in the supply chain (purchasing, transport, stock).
• Premises Management (Camp sites, warehouses, and its related areas).
- Responsible of the construction of Humanity and Inclusion camp sites in Azraq and Zaatari camp, supervision and ensure site maintenance is carried out by logistic assistant, supervise all contracts and services related to construction, sites maintenance and infrastructure, and other related services, in collaboration with Field coordinator, ensures that all the premises (including Wearhouse’s) are in technical and safe condition.
• Fleet Management
- Supervise the general follow up of the vehicles.
- Ensuring a well-functioning fleet system with fuel control mechanism.
- Monitors technical aspects of the logistics function risk reduction in fleet by ensuring all procedures are followed correctly and in timely manner.
- Prepare and validate monthly KPI fleet reports.
• Equipment Management, Telecom and ICT Management
- Focal person for accurate asset management systems and updated records of assets in field sites and setting up an efficient operation of the means of communication (voice and data) in accordance with Humanity and Inclusion International standards, ensure the security of both equipment and its users and the follow up of the equipment used on the area of assignment (identification, inventory, affectation);, training and support to users, rationalization of the costs of equipment utilization, assistance to the Filed Coordinator in the strategic choice of equipment.
• Inventory management
- Ensures good warehousing & inventory management systems are implemented and storage facilities are up the standards as per Humanity and Inclusion International warehousing guidelines
• Safety and Security Management.
- working with the Field Coordinator on the definition of a local security plan, putting in place security guidelines for the Camp and ensuring they are properly applied. Maintaining an effective network, with local input, on contextual and security matters, collection and analysis of information to establish the risk and context analysis, drafting SRA, SOP, ensuring the application of security procedures when alerted and reporting directly to Field coordinator, managing any security incidents at Camp level and report to the Field coordinator, actively participate to audits and ensure the implementation of recommendations, Responsible of the respect of internal safety and security rules for all staff in both camps.
Completes store operational requirements by scheduling and assigning employees, following up on work results.
- Maintains store staff by recruiting, selecting, orienting, and training employees.
- Maintains store staff job results by coaching, counseling, and disciplining employees, planning, monitoring, and appraising job results.
- Achieves financial objectives.
- scheduling expenditures; analyzing variances; initiating corrective actions.
- Identifies current and future customer requirements by establishing rapport with potential and actual customers and other persons in a position to
understand service requirements.
- Ensures availability of merchandise and services by approving contracts, maintaining inventories.
Procurement of aircraft parts and supplies; to include researching, price shopping, ordering, tracking, receiving, and completion of PO.
- Ensure proper pricing and charges are billed to the appropriate work order line-items.
- +Pull and deliver parts to airfield bases
- Logistics and warehouse, Periodic Maintenance Shop, also as a Mutual Maintenance Assistance with the Brazilian and Kenyan teams. Day-to-day
maintenance, including "end-of-runway, post flight, prefight, thru-flight, special inspections and phase inspections.
- Diagnosing malfunctions and replacing components.
- Detailed inspection, record-keeping, and administration.
- Supervision and coordination of aircraft care, as well as such varied duties as "crew chief, repair and reclamation, crash recovery duties.
▪ Bachelor’s degree in business administration from Yarmouk university Irbid, Jordan, GPA 85 OUT of 100.
