Supply Chain Coordinator
Save The Children - Jordan
Total years of experience :10 years, 5 Months
• Establish long term agreements for frequent procurements
• Organize procurement trainings sessions for tender committees and PR's requesters
• Monitor utilization long term agreements in terms of meeting terms and conditions in addition to vendor performance.
• Ensure satisfactory service delivery and achieving the long term agreements purposes
• Ensure that procurement is carried out in accordance with SCJ and donor-specific policies and procedures.
• Procure all necessary items for programs, offices and residences.
• Ensure that all materials purchased are of appropriate quality and price and are timely delivered.
• Collect needed documentation from different departments and site and lease efficiently.
• Ensure effective coordination between Program, finance, and vendors for procurements related to programs and financial matters.
• Assist program staff with raising purchase requests (PRs) and provide price estimations of goods requested when possible.
• Conducting regular market survey for commonly purchased goods and services.
• Coordinate transportation of procured items to other SCJ locations.
• Prepare payment requests and collect all needed documents to facilitate payment submission.
• Coordinate with Finance Department to make sure the payments are delivered to the suppliers.
• maintaining and increasing performance quality throughout updating the procurement templates to meet the current requirements.
• Ensure review and execution of procurement contracts in timely fashion.
• Submit the supply chain monthly and quarterly reports on time.
Negotiate with different suppliers to obtain best prices and the best services
Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals
Develop and process purchase requisitions / orders within purchasing authority;
Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements;
3. Assist in the development of specifications for equipment, materials, and services to be purchased
• Controlling program’s needs, according to their procurement plan
• Issue contracts and prepare long term agreement.
• Getting pricing and negotiating pricing for their company from the logistics providers. Much of their time is spent on getting freight quotes for their sales department
• Maintain supplier and bid accuracy in company database.
• Process petty cash requests through delivery and review of completed applicable documents and forms.
• Ensure distribution of products and supplies to appropriate department or personnel.
• Tracking shipments, handling any issues that might arise (lost shipments, damaged shipments, etc.)
• Reviewed suppliers’ catalog of products and interviewed for the purpose of obtaining pricing and product specifications.
• Coordinated deliveries and acted as point of contact for suppliers to ensure on-time delivery.
• Investigated and reconciled purchase orders against bids, and approved payment to suppliers.
• Received all department requisition orders and processed and procured supplies.
• Verified inventory quantities needed to meet company demands through inventory record searches.
• Prepared purchase orders and delivered copies to supplier firms and/or public posting.
• To collaborate with Project Managers (PM) in recruitment (designing technical job descriptions, tests and interviews) and regular appraisal of TAs
• To support the TAs in the training of the field teams (design of trainings, choice of the most appropriate methodology, validation/harmonization of didactical material, check of translated technical documents) and to organize direct trainings to field teams if needed
• To organize trainings (in presence and online) with external relevant and qualified actors
• Ensure update of the HR database and periodical reporting to the Program Manager
• Responsible for issuing ID badges for all Staff.
• File all contracts and supporting documents in each personnel file as needed.
• File and scan HR documents and upload on HR shared folder.
• Prepare employee separation papers and related documents.
• Facilitate the onboarding for all new staff.
• Maintain up-to-date leave tracking record for Sharek locations.
• Ensure the leave balance and personnel files are up to date
• Responsible for the preparation of any official letter related to HR Department (salary transfer certificate to banks, salary certificates, experience letters…etc.) to employees upon request.
• Report any attendance problems to each department head.
• Prepares certificates and other HR documents when needed.
• Review and scan all Sharek employees’ timesheets and leave requests.
• Cover for colleagues when they are on leave
• Supervises the acceptance of agenda documents and the preparation of weekly agendas for various hearing bodies, including condensing and summarizing information from agenda letters submitted by County staff and the public; acts as a source of information and liaison between County departments, officials, boards, and the public; ensures agenda items adhere to established policies, procedures, and legal mandates; researches government codes to determine correct procedures; supervises the preparation of public hearing and related notices according to established legal and procedural requirements; prepares or oversees preparation of agenda calendars, packets and materials.
• Prepares meeting rooms for public hearings by distributing supplies and setting up audio and video equipment; attends hearings; assists Chair in conducting meetings; calls roll; reads minutes and other items into recorded agenda; advises hearing boards of procedural requirements; acts as recording secretary by recording actions and preparing action letters, minute orders, and/or minutes.
• Plans the day-to-day activities of the work unit; assigns and schedules work, including setting priorities and determining methods to be used in performing the work; selects and trains staff; evaluates the work of staff; acts for the Chief Deputy Clerk of the Board in the incumbent's absence. Received all department requisition orders and processed and procured supplies.
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