maisaa alarjan

• Undertake procurement only based on an approved requisition/e-requisition.
• Supporting regional office in Cairo as procurement associate for almost 3 months in present.
• Conduct the procurement and contracting process in accordance with UN-Women procurement policies and procedures.
• Ensure that the shipping terms and the payment terms outlined in the contract are in accordance with UN-Women policies and procedures.
• Where the procurement process does not comply, as a Buyer, obtaining a written justification from the Project Manager and must bring the exception in writing to the attention of the Committing Officer prior to the approval of the Purchase Order (PO).
• Review the supporting documents received from the vendor, and the shipper, to verify that the vendor has passed the goods over to the shipper. Follow up with both the Vendor and Shipment Carrier if necessary and notify the requester/Project Manager about the shipment, so that the requester knows when to expect the physical receipt of the goods.
• Maintain supporting documentation for audit purposes (e.g., the approved requisitions including the terms of reference/goods specifications, advertisements, the process for short-listing, scoring of the vendors/candidates, (R/L) AMRC minutes, exceptions to the procurement rules, hard copy records of new vendors, etc.).
• Create vendors: After completing the procurement process, check whether the vendor exists in Atlas, and if not, create (but do not approve) the vendor in Atlas. Also, to verify that this vendor is legitimate and is not listed in the UN Global Marketplace (UNGM) list of suspended or removed vendors (which includes the Security Council 1267 Committees list of terrorists and terrorist financiers, UN-Women suspended or removed vendors, as well as other required lists).
• Complete processing of approved Pos: Depending on the policy of the office, the documentation supporting the procurement process could remain with the Buyer (in the procurement, travel, or HR units) or could be forwarded to the Finance Unit.
• Monthly Review of Purchase Orders: as a Buyer, review open purchase orders to determine whether they should be closed. follow up with the Project Managers to ensure that could close POs or keep them open.
• Observe all UN-Women policies and procedures as set forth in the Financial Regulations and Rules of UN-Women, the Internal Control Framework, and the Programme and Operations Manual as well as any other prevailing policies.

● Carry out high quality local procurement which is accountable, transparent and compliant with NRC’s Procurement Policy and donor requirements.
● Plan delivery of goods and services on behalf of the office following NRC standard practices and keep documentation to full audit trail standards.
● Stock Management.
● Liaise with technical assistant in implementing NRC procedure in the NRC MERO stock levels and commodities.
● Apply logistics procedures on event booking.
● Liaise with technical assistant in organizing and support office maintenance.
● Maintain the assets register according to NRC policy by coordinating with technical assistant.
● To support administration coordinator in develop and establish service and vendors agreement by do the required inspection companies and adhering strictly to corruption guidelines and the NRC code of conduct.
● Support administration coordinator in handling all customs issues with Shipping and cargo agencies by liaising with expatriate staff for their incoming and outgoing personal shipment.
● Perform supplier checks through site visits and references.
● To follow NRC standard procurement practices keeping records to all audit trail standard
● To obtain no less than 3 quotations, prepare a comparative Bid Analysis and recommendation to purchase committee including minutes where appropriate.
● To identify and maintain an accurate and up to date supplier information database for regularly purchased items/ material availability.
● Maintain material listing price information.
● Ensure all purchase goods are of NRC / donor minimum standard and fit for the purpose and have appropriate inspection certificates as required.
● Excellent tracking and auditing for amount in the invoices related to purchase or service provider
● Supervise one subordinate “Technical Assistant”. and driver

• Carry out high-quality International/local procurement, which is accountable, transparent, and compliant with NRCs Procurement Policy and donor requirements within the required thresholds.
• Source appropriate suppliers in the local market for the procurement of goods and or services based on specifications provided by the requestor.
• Stock Management.
• Perform regular market surveys for commonly purchased goods and services and ensure the supplier database is updated with key suppliers information.
• Prepare service and framework agreements and ensure tracking of their validation date of them.
• Provide anti-corruption, transparency, and cost-efficiency focus on all processes in procurement.
• Maintain material listing price information as well as supplier evaluation template and tracking.
• Plan to receive of goods and services related to NRC MERO Logistic tasks/requests following NRC standard practices and keep documentation to full audit trail standards.
• Prepare all required records and reports and submit them on a timely basis and as requested by the direct line manager.
• Maintain the assets register according to NRC policy by coordinating with the technical assistant.
• Developing and establishing services and vendor agreements by doing the required inspection companies and adhering strictly to corruption guidelines and the NRC code of conduct.
• Handling all customs issues with Shipping and cargo agencies by liaising with expatriate staff for their incoming and outgoing personal shipments.
• To obtain no less than 3 quotations, prepare a comparative Bid Analysis and recommendation to the purchase committee including minutes where appropriate.
• Supervisory/Managerial Responsibilities for two staff (driver and logistics assistant).

• Preparing the Procurement Plan for the new projects by breaking down the items in the proposals budget.
• Conducting market assessment and negotiating with suppliers for the best price and services, preparing the bid analysis and procurement minutes for the procurement committee.
• Sourcing for the projects with a constant supply of materials and services and updating the vendor database with the suppliers information in addition to supplier performance evaluation.
• Strategic sourcing and planning for the Long-Term-Agreements with existing and new suppliers by negotiating the best terms and conditions to achieve the best overall outcome for the Agency.
• Following up on the delivery status and clearance of placed POs to ensure timely delivery, avoid shortages, and promptly address any issues that may arise.
• Issuing and ensuring the permissions for the camps and the borders by collaborating with the security team to collect the required documents.
• Ensuring the procurement process is on track according to WV policies and donors regulations.
• Confirming the orders and verifying the payment form after assuring a Goods Receipt Policy is in place.
• Supervisory/ managerial Responsibilities by Leading the logistics department with a team of four WV drivers and scheduled their routes, in addition to coordinating all vehicle rental requests from projects.
• Controlling the assets by updating the assets registry, labeling new assets, and monitoring the movement of the assets within the projects team member or staff.

• Supporting the logistics team by supplying fuel budget studies and daily monitoring fuel status in addition to scheduling vehicle maintenance.
• Lead office maintenance assessment and coordination with qualified technicians in addition to supporting the admin team with apartment inspection handover for ex-pat staff.

● Preparing the Procurement Plan for the new projects by breaking down the items in the proposal’s budget.
● Conducting market assessment and negotiating suppliers for the best price and services, preparing the bid analysis and procurement minutes for the procurement committee.
● Sourcing for the projects with a constant supply of materials and services, and updating the vendor database with the supplier’s information in addition to supplier performance evaluation.
● Strategic sourcing and planning for the Long-Term-Agreements with existing and new suppliers by negotiating the best terms and condition to achieve the best overall outcome for the Agency.
● Following up on the delivery status and clearance of placed POs to ensure timely delivery, avoid shortages, and promptly address any issues that may arise.
● Issuing and ensuring the permissions for the camps and the borders by collaborating with the security team to collect the required documents.
● Ensuring the procurement process is on track according to WV policies and donors regulation.
● Confirming the orders and verifying the payment form after assuring a Goods Receipt Policy is in place.
● Leading the logistics department with a team of four WV drivers and scheduling their routes, in addition coordination of all vehicle rental requests from projects.
● Controlling the assets by updating the assets registry, labeling new assets and monitoring the movement of the assets within the projects team member or staff.
● Supporting the logistics team by supplying fuel budget studies and daily monitoring fuel status in addition scheduling vehicle maintenance.
● Leading office maintenance assessment and coordination with qualified technician in addition to supporting admin team with apartment inspection handover for expat staff.

Providing administrative and secretarial support to the Operations Department.
•Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (telephone, fax, and correspondence), supplies management, and basic office services for the Operations Department.
•Receive, screen, and process mail, fax, and other incoming and outgoing communications; ensuring that confidential matters are handled properly. Assist the Operations Department Managers in preparing documentation, orders, letters, etc.
•Giving verbal and written translation services to clients as needed. Ensure all documentation is appropriately filed according to WV standards.
•Ensuring that stationery is ordered on a timely basis and are available at all times. Ensure that office supplies are ordered and available always. Ensure that printer cartridges, fax rolls/cartridges and photocopier toners are available always in cooperation with the IT assistant. Liaise with the Logistics Unit to ensure transportation needs for the Operations Department are met.
•Liaising with the Procurement Department to track and follow up on procurement requirements for the Operations Department. Perform any other relevant duties as required by the Operations Manager or his designate.

• Providing administrative and secretarial support to the Operations Department.
• Develop, set up, and document office secretarial systems related to the filing of documents, records management, communications (telephone, fax, and correspondence), supplies management, and basic office services for the Operations Department.
• Receive, screen, and process mail, fax, and other incoming and outgoing communications; ensuring that confidential matters are handled properly. Assist the Operations Department Managers in preparing documentation, orders, letters, etc.
• Giving verbal and written translation services to clients as needed. Ensure all documentation is appropriately filed according to WV standards.
• Ensuring that stationery is ordered on a timely basis and is always available. Ensure that office supplies are ordered and always available. Ensure that printer cartridges, fax rolls/cartridges and photocopier toners are available always in cooperation with the IT assistant. Liaise with the Logistics Unit to ensure transportation needs for the Operations Department are met.
• Liaising with the Procurement Department to track and follow up on procurement requirements for the Operations Department. Perform any other relevant duties as required by the Operations Manager or his designate.

Providing support to HR department on all staff matters and assists with payroll procedures.
•Performs a variety of associated tasks in support of general office operations and staff.
•Coordinates specified HR activities across multiple organizational departments.
•Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner, provide support to the management to ensure that manager is provided with the resources to make effective decisions, provide receptionist services, & perform other related duties as required.
•Issuing daily and monthly BSP /Revenues / OAL reports.
•Preparing market assessments in order to check other company’s fares.