Operations Support Officer (Procurement and Logistics)
ARK GROUP DMCC
Total des années d'expérience :10 years, 6 Mois
• Procurement and Logistics Responsibilities:
- Lead on project procurement and logistics needs, ensuring compliance with
internal policies.
- Issue Purchase Initiations, CBAs, RFQs, RFPs and other competitive tenders in
line with internal procurement policies and procedures.
- Evaluate offers and draft procurement recommendations together with project.
- Negotiate with suppliers to achieve the best value for money.
- Review and provide guidance to project staff on SOWs and SSJs.
- Draft and review contractual documents, including POs, SPAs, LTAs and CDOs.
- Ensure accurate SharePoint filing for project procurement activities.
- Maintain project inventory in accordance with asset management policies and
procedures.
- Work closely with Finance and Head of Operations Support in providing
documentation that enables timely financial reporting and donor audit preparation.
• HR Responsibilities:
- Maintain up to date documents for project employees and consultants.
- Monitor contract expiry and extension dates to ensure continuity of service.
- Process project consultant invoices and the requisite payment requests to the
Finance Department.
- Assist in the drafting and issuance of project employee documentation such as
Contract Agreements, Recruitment Approvals, NDAs, and Conflict of Interest
agreements.
- Support with the review of project payroll.
- Facilitate transparent, effective, and timely recruitment of vacancies for project
staff.
- Assist in various onboarding and offboarding processes.
- Strategically plan and manage logistics, warehouse, and transportation.
- Take the lead in the procurement of goods, works and services for the projects.
- Facilitate the annual procurement audit and other procurement reviews.
- Strategically manage mission shipments and exemptions for imports and exports in
coordination with MOFA and Customs.
- Prepare supplier’s contracts in coordination with legal department.
- Coordinate the receipt, opening and evaluation of quotations, bids, tenders, or
proposals for goods, services or works requested.
- Supervise fleet department and issue monthly reports for fuel and vehicle maintenance.
- Manage logistics and daily movements of office staff and external laborers.
- Responsible for hotel reservations for the staff, refugees and external missions.
- Manage payments of invoices and bills by tracking module.
- Report on procurement, asset management, warehousing, fleet and transport activities
as per the agreed reporting schedule.
- Responsible for ensuring all procurement, asset, warehousing, transport and fleet files
are filed according to the agreed procedure and policy, as well as ensuring donor
compliance requirements are met.
- Maintain communications with the relevant departments of the other mission Offices
worldwide, to ensure timely and efficient receipt and dispatch of goods in support of
their operations.
- Resolve any problems or complaints related to maintenance and urgent movements.
- Analyzed data, interpreted results, and provided written summary of data analyses. - Ensured manual and computerized records were accurately maintained.
-Maintained internal databases and developed ad-hoc reports to meet the requirements and needs of the organization.
-Collaborated across the finance and HR teams to ensure that overall aims and objectives were achieved.
- Interacted with over 80 clients daily.
-Trained new employees on the organization's internal systems.
-Accomplished all duties on time and achieved all daily tasks.
-Supported colleagues by being a proactive problem solver.
