Supply Associate
United Nations Children's Fund (UNICEF)
مجموع سنوات الخبرة :17 years, 7 أشهر
* Provide rapid and relevant procurement support and guidance, with a priority on achieving value for money
1. Establish close collaboration with program sections through involvement in program planning, and preparation for implementation of supply components as well as monitoring and evaluation.
2. Analyze supply spend and establish procurement strategies based on category management in order to focus on strategic, essential supplies and services that contribute to results for children, including establishment of long term agreements (LTAs) where relevant
3. Provide continuous and updated guidance on procurement for Services activities to all internal customers as required, and advise on the most appropriate procurement strategy.
4. Support procurement planning through coordination with internal customers. Provide technical support in preparation of appropriate documents, and input on specifications, in particular on procurement of fundraising services, facilitating cost-effective and efficient procurement.
5. Provide proactive procurement support, review ongoing and future procurement requirements.
6. Collaborate efficiently and effectively with all members of the procurement team in order to maximize the outputs of the team and achieve the unit’s objectives.
* Develop tender strategies, with a goal to achieve best value for money in contracting for goods and services for the organization.
1. Compile lists of possible sources of procurement.
2. Prepare and issue tenders, manage 2-stage RFP evaluation process and tabulate results in a comparison matrix. Manage bidding processes using UNICEF web tendering tool, and orienting service providers/suppliers on the use of the tool.
3. Prepare Contracts Review Committee (CRC) submissions for orders above the CRC threshold and present the cases to the CRC committee for review and approval.
4. Effectively manage ongoing long term contracts for provision of goods and services to ensure that service provider/supplier’s performance is within stated service levels.
5. Proactively initiate renewal of contracts before their expiry.
6. Assist in the identification of new service providers/suppliers.
* Secure compliance with established UNICEF Financial rules & regulations to maintain the highest level of integrity, standards and accountability.
1. Ensure a procurement plan is prepared and updated for each Section.
2. Ensure that contracts are in place as a result of competitive bidding exercises, in a timely manner and in accordance with UNICEF Financial rules & regulations and procurement guidelines and processes.
* Ensure that effective support to UNICEF and Government capacity-building efforts are provided in order to enhance efficient, effective and timely supply deliver.
1. Provide effective coaching to the staff/consultants as required.
2. Promote/drive supply chain strengthening and change management initiatives with governments and partners, to ensure efficient and effective supply chains for children.
3. Promote critical thinking, innovative approaches and good practices on supply chain management within the organization as well as with externals to ensure effective and efficient supply chains for children.
* Collaboration and Partnership
1. Provide advice to the Country Office, Government and implementing partners on offshore and/or local procurement policies and procedures, delivery and utilization of UNICEF supplies and equipment; coordinate with the Supply Division, Copenhagen, on supply policy and/or activities.
2. Team with the Programme Section and other members of the Operations Section to facilitate procurement as well as efficient customs clearance, storage and distribution of supplies and equipment.
3. Inform Programs of slow moving inventory, upcoming field distributions or deliveries, incoming materials and quality issues to ensure maximum use of available transportation, warehousing space, manpower and other resources.
Strategy and Planning
1. As a member of the Senior Management Team, help to shape the overall strategy of the program as articulated in the Program Strategy.
2. Ensure LWF’s purpose, values, and the program objectives are communicated amongst logistics staff and facilitate input from them in the strategic planning process.
3. Represent the logistics function in SMT discussions to ensure that logistics considerations are taken into account in reviewing and planning program and project planning and activities.
Team Management
1. Provide leadership to the logistics teams at the program head office and any project offices. Ensure clarity of team and individual work plans and priorities, encourage effective team work, and build a team spirit through regular meetings and team events.
2. Ensure performance management system is effectively implemented across the logistics team, with objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals, personal development planning and exit interviews, carried out for all staff.
Project Support and Management
1. Manage all programs logistics; develop and implement the country logistics policies and procedures for the management of the supply chain
2. Manage and support logistics staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance
3. Ensure logistics needs of projects are identified and met to a high standard
4. Ensure project proposals and budgets reflect logistics requirements and that procurement plans are drawn up and followed.
5. Ensure supplies are identified, procured and delivered on time. Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the LWF programs, and need for timely delivery.
6. Provide advice and support to the country director on logistics issues, and collaborate with staff on budgets, technical aspects of the programs and implementation mechanisms.
7. Ensure the security of all stock and assets held within warehouses including adequate building infrastructure and maintenance, safe stacking, accurate and timely documentation, etc.
8. Develop and implement emergency preparedness strategies across the logistics aspects of the operations.
9. Define vehicle fleet requirements and ensure that vehicle usage plans, insurance and maintenance plans are established and followed.
10. Provide logistics training and capacity building as necessary across the programs.
11. Ensure a 24/7 telecommunications coverage with all sites through radio and satellite communications.
12. Ensure IT support is provided for all sites.
13. Oversee the selection and maintenance of LWF offices and houses and associated utilities.
Budget Management
1. Prepare and analyze cost estimates and budget proposals.
2. Prepare and analyze Logistics budget requirements.
3. Manage and monitor budget implementation and recommends reallocation of funds as necessary.
4. Monitor expenditures to ensure that they remain within authorized levels.
5. Prepare budget performance reports and analyze variances between approved budgets and actual expenditures.
Corporate Policy and Compliance
1. Set up, manage and oversee all logistics systems (procurement, transport and fleet management, communications, asset management, etc.).
2. Ensure compliance with the policies and procedures set out in LWF’s Logistics Manual, Finance Manual, HR Manual, etc.
3. Regularly travel to all sites within programs to monitor compliance with policies and procedures and to enhance the logistics support given.
4. Ensure the recruitment and management of logistics staff are consistent with LWF HR recruitment policies, the legal context and local practice.
5. Ensure all logistics systems and procedures comply with the host country and donor’s Legal and contractual requirements.
6. Develop local Logistics Manuals to ensure that procedures are up to international standards.
Logistics:
1. Establishing all logistical infrastructures for administration and operations
2. Managing the supply chain and procurement within the country
3. Identifying funding requirements for logistics sector, and working closely with the Finance Manager to prepare logistics and program support budget
4. Analyzing procurement and transport requirements including those of collaborating agencies and host counterparts
5. Managing MDM’s fleet and developing plans for fuel and maintenance
6. Supervising and monitoring costs of any new construction, rehabilitation or maintenance of buildings and structures within project sites
7. Managing drivers/purchasers
8. Managing the movement of all goods and equipment, and coordinating with distribution staff to ensure efficient and timely delivery of commodities
9. Collaborating with the storekeeper to set up a proper and transparent stock management system
10. Providing technical, mechanical, electrical and logistical support to all MDM activities
11. Providing technical advice and support to the project
12. Assisting the General Coordinator in security issues related to the program, including selection, training and management of security staff
Procurement and Supply Chain Management:
1. Managing the procurement activities of commodities and services. Managing and monitoring all transactional procurement including tendering processes, evaluation, contracting, contract management, payment conditions, performance evaluation, and risk assessment
2. Implementing strategic procurement including sourcing strategy, vendor selection and evaluation, quality and performance management
3. Ensure timely preparation of procurement plans and monitor their implementation
4. Ensure full compliance of procurement activities with the MDM Procurement Manual, Financial Rules and Regulations and donor regulations
5. Preparing and conducting Request for Quotations (RFQs), Purchase Requisitions (PR) and Bid Analysis Statements (BASs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts
6. Ensures that purchase orders (POs) are duly prepared and dispatched. Establishing Long Term Agreement for commonly required services
7. Reviewing and verifying all purchase orders and contracts. Regularly updating Vendor Information Sheets (VIS), elaborating supplier selection and evaluation, quality and performance measurement mechanisms
8. Providing monthly reports and preparing monthly, quarterly and annual procurement-plans and progress reports. Maintaining and updating all procurement files and transaction tracking matrices
9. Establishing and maintaining work plans, and scheduling for on-going contracts and newly planned ones
10. Assisting in planning, developing and managing all procurement and contractual aspects of projects related to procurement
Administration:
1. Supervising the administration of MDM premises
2. Supervising administration staff and making sure they perform their duties effectively
3. Managing costs including fleet costs, billing costs, etc
4. Maintaining and tracking all MDM owned properties and registering them in the database
5. Preparing contracts and following up the entire process to have them signed
6. Maintaining staff files and tracking their vacations and leaves
7. Making sure that all project documents are up to date
8. Translating documents and short articles
9. Taking care of all travel arrangements of MDM team including flight bookings, hotel reservations, etc
10. Taking care of issues related to visa, work and residence permits and following up the entire process to obtain such documents
11. Arranging and scheduling events and meetings of MDM
12. Providing visitors and international staff with all necessary information they might need
13. Administering insurance contracts
14. Taking part in the selection of insurance companies
A. I was responsible for the Operations work related to the clients including:
1. Receiving the clients’ instructions, and making sure that they are complete and in line with the regulations adopted by the authorities, and enter the said instructions into computer software.
2. Contacting the clients regarding the requirements set out by the authorities, and regarding any inquiry or advice they may seek in respect of the IP.
3. Preparing and submitting the applications to the Ministry of Trade and Industry.
4. Following up the applications and forward any decisions issued by the Ministry to the clients together with our advice.
5. Following up the issuance of the certificates and forward the same to the clients.
6. Issuing the related invoices and send the same to the clients and following up the payments to make sure that the invoices are settled.
B. Patents mainly consist of Mathematical equations and formulas. As a Mathematician, I was responsible for reading and studying the Mathematical parts of the Patents and make sure that they are complete and true, and they are in line with the regulations adopted by the Jordanian authorities regarding the registration of new patents.
Course outline: Theory of Probability Mathematical Statistics Methods of Sampling Statistical Methods Ordinary Differential Equations 1&2 Partial Differential Equations Numerical Methods Integral Transforms Principles of Applied Mathematics Methods in Applied Mathematics Mathematical Programming Calculus Vector Analysis Linear Algebra Theory of Matrices Real Analysis Complex Analysis Abstract Algebra General Topology Foundations of Mathematics C++ Programming Language 1&2