Project Coordinator
CIG GROUP, The Specialized Outfitting Co
Total years of experience :17 years, 4 Months
Participate in project design meetings and propose improvements if necessary
●Evaluate potential problems and technical hitches and develop solutions
●Plan and manage team goals, project schedules and new information
●Supervise current projects and coordinate all team members to keep workflow on track
●Manage project-related paperwork by ensuring all necessary materials are current, properly filed andstored
●Direct project correspondences by preparing and reviewing project proposals, memos, meeting minutesand emails
●Communicate with clients to identify and define project requirements, scope and objectives
●Adhere to budget by monitoring expenses and implementing cost-saving measures
• Oversaw daily operations to ensure high levels of productivity.
• Led projects and analyzed data to identify opportunities for improvement.
• Eliminated downtime and maximized revenue by providing top project quality control.
• Conducted research, gathered information from multiple sources and presented results.
• Managed on-site evaluations, internal audits and customer surveys
- Maintaining and updating logistics tracking sheet for various activities as needed.
- Responsible for maintaining all logistics documents.
- Assisting the in any documentation relevant to operations.
- Assisting the program staff in organizing program events and activities.
- Coordinating government related travel issues (visas, residency and work permits).
- Coordinating travel services for program staff;
- Managing drivers on day-to-day basis.
1-Management:
• Control and follow on daily basis the performance and work progress of all the staff under his responsibility
• Draft the weekly & daily work plan of his department staff
• Hold weekly meeting with the key staff member of his team for update on work progress and present a summary department progress report for WAM
2-Procurement:
Staff
• Follow-up procurement & supplies with logistic area team and main office in Amman.
• Check deliveries follow-up of each procurement contracts;
• Procure all projects and office logistical requirements based on ACTED procurement guidelines.
• Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.
3-Filing/Reporting
• Logistic report should be sent by Area Logistic officer by 5th of each month to Coordination and Capital logistic department (the monthly report Includes - (Procurement report, Fuel consumption report, asset follow ups, stock situation report, Communication report);
• Create separate binders for each reporting documents and file them after final confirmation of capital logistic;
4.Transport:
• Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follow up, accident form with attached documents etc.
• Create a binder for all vehicle fuel consumption report;
• Ensure all vehicles are in good condition and ready for use;
• Organize the driver duty schedule and ensure the movement of board is filled in regularly
• Follow up of staff movement between area and sub offices and Area and capital offices;
• Supervise the fuel consumption of each car and report directly to
• Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder.
5- Asset Follow ups/IT support:
Supervise the Logistic Assistant to:
• Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details);
• Ensure that asset is given to users, after completion of “Asset Reception Form”;
• Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items.. etc.).
• Ensure that e-mail, and IT equipment are functioning properly
6-Stock/Warehouse Management:
Supervise stock keeper to:
• Ensure all commodities and goods are well organized in the stock by project/program
• Ensure all commodities and goods have stock cards and registered in “Stock Situation Report”;
• Ensure all commodities for stock commodities IN/OUT have “Stock Request” form, “Waybill or Reception Voucher” and properly recorded in “Stock Cards” and “Stock Situation Report”;
• Ensure the tidiness and well protection of goods/commodities in stock and monthly stock inspection form is filled in by (non-logistic member) regularly;
• Ensure the safety and security of stock/Warehouse and ACTED commodities/goods within stock; check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.)
Procurements:
- Purchases the supplies, equipment and items according to the rules and regulations of the PU-AMI procedure for PU-AMI coordination office and guesthouse.
- Responsible for the reparation implementation of bill of quantities, purchase requests, Quotations, Purchase Order, Tenders, Contracts, Delivery Notes, Hand over Certificates and Receipts of Payments.
- Maintains professional business practices with PU-AMI suppliers and facility providers.
- Responsible of the implementation of supplier database.
- Keep an update file of the mission assets, equipment and procurement documents.
Fleet managements:
- Takes care of the transportation of the stuff and the goods in the field.
- Supervises the work of the drivers .
- Makes sure drivers are trained and respect PU-AMI driving protocol.
- Organizes and maintains the fleet and makes sure that files are in place and updated.
Warehouse management:
- To supervise the warehouse activities by coordinating and implementing the supply and delivery of goods.
- To ensure security and safety of the employees working in the warehouse, the goods stored as well as the warehouse it self.
- To ensure that PU-AMI logistics procedure are understood, followed and respected (Quality inspection, Delivery Notes, etc).
- To supervise the storage conditions and the appropriate use for logistics (stock credit, exit forms).
Using the system to..
Making daily, monthly and yearly reports for the goods stocks
Checking on the goods and the employees in the warehouse
Checking on the loading cars and off-loading cars
Checking on the claim goods
Transfer goods to other branches
And helping marketing department to make the promotions
- Coordinating the work of the warehouse team.
- Centralizing the warehouse inventory system.
- Completing all paperwork and administrative records.
- Inspecting storage facilities.
- Having regular personal contact with vendors.
- Removing damaged pallets and goods from the warehouse.
- Controlling warehouse operating costs.
- Reviewing administrative records for accuracy of information and compliance with established procedures.
- Keeping the warehouse inventory current.
- Hiring and training up new warehouse staff.
- Customer service
- Finding new customers
- Follow up with customers
- Quotations preparation
- Insure all required to carry out the design as confirmed with customer
- Managing the project and orders with the minimum cost price with high quality as much as possible
- Achieve monthly targets
- Checking on domestics shipments
- Making updates for all the shipments in the warehouse
- Data entry
- transfer the data to the systems
- Making labels for bulk shipments
- Find solutions for all pending and lost shipments
- Working everything in operation department ( replace man)