Procurement and Supply Management Assistant In the Procurement and
IOM/ The UN Migration
Total years of experience :7 years, 8 Months
In the Procurement and Supply Department of the Regional Project
Management Unit for the Global Fund s Middle East Response to HIV, Malaria
and Tuberculosis project operating in six countries in the region having PSM role
in the following:
Ensure the approved grant Procurement and Supply Management Plan is implemented timely;
and required approvals sought from Global Fund (Funding Donor) in case of any change required
with adequate justification and or reprogramming plans and requests.
Allocate placement of orders into the respective procurement Chanel (Global Drug Facility /
Pooled Procurement Mechanism) with respect to the procurement agent s scope of works/
grant s frameworks, in country registrations and importation requirements in addition to the
requirements specifies as per the disease response (e.g. for TB, the USAID quantification tool for
TB regimens, the QuanTB is to be provided/ for medical equipment, in country registrations may
be applicable and for test kits/ ARVs/ Tb, etc).
Coordinate with the international procurement agents, suppliers, and freight forwarders for
facilities
to ensure there are no stock-outs and over stocks or expiry / wastage.
Allocate areas of need for local procurement, coordinate with the country teams for the justification and
local market assessment needed to present the request to the Funding Donor and monitor the progress of
the local tendering/procurement in consideration of the framework agreements and the Quality
Assurance Policy of the funding donor, WHO Prequalification of medical products, in country registrations
by MoH.
Coordinate with MER country teams on tax exemptions, import approvals and custom
clearance in inclusion of the understanding of the requirements of ministries and
authorities in the 6 different countries (e.g. MoHs. MoFAs, MoFs, etc).
Perform budget consumption monitoring by addressing to the donor the budget lines to be used for PPM,
while ensuring country teams use the proper lines of budget against the grants divisions (HIV, Malaria, Tb,
and C19).
Perform procurement tracking via the convenient tools (e.g. procurement tracker) regularly to ensure all
key stages of the supply chain are captured, evaluating the alignment of the orders against the approved
procurement plan for the grant year and allocate areas of possible reprogramming.
Perform stock monitoring on various levels that include reviewing of the quarterly stock reports received
from the National Disease Programmes to ultimately inform when and how much to order in alignment
with the procurement plan and the Health Products Management Tool (HPMT), identify areas of stock
outs risks to allocate needs for transfer of commodities within the MER countries or assess possibility of
local procurement.
Respond to queries raised by IOM internal auditors, external auditors, the Global Fund, its Local Fund
Agent and the National Disease Programmes on procurement and supply management issues.
Develop a guide and/or specific Standard Operational Procedures (SOPs) related to storage conditions,
inventory management, distribution, quality assurance, waste management and data reporting of Health
Products at all levels and a plan for the dissemination and implementation of such guide and/or SOPs, and
for the implementation of training of health facility staff with respect to the content of such guide and/or
SOPs.
Support the PSM Officer in the preparation of PSM overall and annual budgets as well as monitoring the
annual PSM plan and budget expenditure.
Sep 2020 December 2021: IOM/ The UN Migration-
⮚ This role included being the direct technical supervisor for 3 asset interns for 3 months.
⮚ Responsible for PRISM assets inventory system through ensuring all information is updated and in line with the physical actual data, asset movement and continuous changes
⮚
⮚ Follow IOM’s Standard Operational Procedures (SOPs) related to storage conditions and inventory management
⮚ Conduct bi-annual Mission’s physical asset inventory using MAIA application, update the inventory list and share it with CAS (IOM’s global unit for Asset Management)
⮚ Liaise with CAS Manila to obtain approval related to asset disposal, transfer and scrap and retirement process in the system.
⮚ Manage and track the transfer of assets (incoming, outgoing, movement)
⮚ Ensure newly procured assets are aligned with the specification in the Purchase Order, update the Assets Master Record (AMR), tag the asset and issue related proper receipt (Goods Delivery/Receive Note, Asset Assignment/Return Form, or Asset Transfer Form)
⮚ Issue Asset Assignment Form (AAF) to staff members upon receiving of asset and issue Asset Return Form (ARF) when the asset is returned.
⮚ Prepare Asset Disposal Form (ADF) for missing and obsolete assets, obtain approval at the Mission and CAS Manila levels
⮚ Responsible for the record of all asset related documents
⮚ Make follow up of broken or nonfunctional assets with the respective service provider/ repair center and ensure provision of regular asset maintenance
⮚ Maintain the inventory of the asset storage, ensure the stock cards are updated
⮚ Maintain IOM’s Asset Inventory within monitorable controllable levels to ensure effective support with least stock risks.
• Handling inbound leads to develop sales of LogistaaS- the Freight and Client Relation Ship Management cloud-based integrated solution designed for freight forwarders.
• Performing online product demos.
• Following up with existing potential customers at various levels of lead maturity.
• Logging daily developments into the CRM.
Logistics
This position works directly with Amman Office, Zaatari Refugee Camp, CALP office, MENA office in Amman and the MENA Node in Amman in all aspects
⮚ Lead the tender process (announcing the tender, creating Tender Dossier & reviewing the ToR, handling suppliers’ inquiries, leading opening of tender sessions, evaluating offers with committee members, proceeding with awarding process & creating FA’s / Contracts)
⮚ Lead the procurement processes (Request for quotations, submission of online requisitions, receipt of quotations and evaluation)
⮚ Creating Procurement plans at the early stages of the projects life cycle or new fiscal year along with Project Managers/ Officers to ensure best management of Procurement Department’s resources, in addition to meeting donor’s audits and support programs effectively
⮚ Contracts’ management by drafting contracts with key documents (TOR, COC) ensuring compliance with terms and conditions of contract, ensure accountability to OGB policy and payments full submission process
⮚ Finalizing higher value procurement that leads to a long-term agreement or short term with high financial value agreements
⮚ Enhance the accountability when finalizing the CBA to help the committee achieve the best decision and supervising supplier assessments through pre-quote and post-quote meeting and site assessments.
⮚ Ensure Streamlined approach for submitting, tracking, and archiving procurement paperwork, along with ensuring proper streamline of procurement stages on Helios system
⮚ Close coordination with Program and Finance to ensure budget availability to minimize potential faults submission and to proceed with all payments, create payment requests to settle supplier invoices
⮚ Keep HELIOS system on track in terms of collection and registration of suppliers’ official documents
⮚ Develop and update the project procurement plans- supply chain submission
⮚ Coordinate with finance for annual expenditures submission through the supply chain management
⮚ Responsible for Market Assessment and Supplier Database
⮚ Performing partnership assessment for capacity building purposes
⮚ Represent Logistics team in HR induction for new joiners
⮚ Regular and incident reporting
Trainings received in Oxfam:
Advanced Microsoft Excel Training Course.
WORKS/Construction Contract Management Training.
Supply Chain CSCP Training Course.
Trainings and workshops received in SCI:
Fraud Bribery Corruption and Financing of Terrorism Awareness session
Training on SCI new procurement manual.
Emergency Preparedness three days workshop.
Develop to preform - Training Session.
Advanced Microsoft Excel 2016.
Mechanical Design and Installation Course (108 training hours)/ certified by the Ministry of Labor - Jordan.
•Design course of Drainage and Vent System.
•Water Supply Systems.
•Design course of Heating and Ventilation Air Conditioning System by calculation and HAP software support.
•Design course of Fire Fighting System.
Perform all tasks with regards to SCI safeguarding policies, Safety and Security Policy,
Data Protection Policy, IT Global Policy, Anti-money Laundry, fraud and bribery Policy
along with donor’s policies.
•Manage all assets being handled to and returned from all staff in two offices.
•Register all assets and general equipment presenting in the building and
reviewing both registers on a weekly basis.
•Identify and collect official documents of new suppliers, raising vetting request for
them and register them into the supplier database.
•Ensure Streamlined approach for submitting and tracking procurement paperwork.
•Process Purchase Requests and Orders according to procedures of SCI through
practice and documentation by receiving the PRs, seeking best quotations from vetted
suppliers, proceed with POs till goods/ services are received, and all papers are
handed to the finance team and the procurement is closed on the procurement
tracker.
•Review Fleet tracker and prepare it on monthly basis and setup and supervise the
movement booking system.
Customer Service Representative at global Exchange- Queen Alia
Exchange money from one currency to the other according to customer’s request,
through performing transactions according to procedures.
•Being responsible for my drawer’s contents of great variety of the world’s currencies.
•Doing cashing ups, drawer receiving and handing (turn overs) according to
producers and performing mini-cashes to insure alignment between treasury and
drawer.
•Understand money safety standards against money laundry and fraud.
•Consider the different cultural backgrounds the customers at the airport come from
and in accordance show them best service through good communication, honesty,
transparency and hospitality.
Internship: JEME (Jordanian Electrical and Mechanical Engineering
at the building of the Kuwaiti Embassy in Amman-Jordan.
Responsibilities:
•Company site engineers to projects’ sites.
•Quantity take off.
•Dealing with mechanical equipment, monitoring installation & maintenance.
(Firefighting, Plumbing, Air Ducts & ventilation devices, valves and pumps selection).
•Problem solving and troubleshooting techniques.
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