Greening strategy:

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.

• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

Acted PSEAH Policy:

The Procurement Officer has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). Procurement Officer has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organizational policies or codes of conduct according to Acted’s procedures. Procurement Officer carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers. 

procedures.

Job Purpose

Under the direct supervision of the Country Logistics Manager, the Procurement Officer is responsible for an overall supervision of procurement activities made in Jordan for the purpose of Acted in the Occupied Palestinian Territories and Acted response in Gaza.

He/she will be responsible for coordinating, following up, and reporting to Coordination and Project Managers on the full procurement cycle, in line with ACTED’s Logistics Manual and category- and Area-specific SOPs.  

Objectives

Acted is providing assistant to deeply affected population in the Gaza strip. Considering the local market is deeply affected by the war, procurements are made in Egypt and Jordan, then sent to Gaza.

·Responsible and focal point for the procurement and shipment of the goods made from Jordan.

·Ensure timely, cost-effective, and context-appropriate procurement service levels.

·Ensure compliance with all local regulation and procedures.

·Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures;

Coordinate with Program Officers/Managers and suppliers on all relevant topics (Order Form, Collection of Quotations, Technical Evaluation, Contract signature, deliveries dates) and insure a first level of trouble shooting.

Duties and Responsibilities

1. Procurement

·Organize the Quotation Collection according to ACTED processes.

·Organize and, when needed, with the requesters the technical checks.

·Organize the appropriate procurement documentation editing (Procurement Memo, Procurement Contract, Purchase Order, etc) according to ACTED processes.

·Communicate with suppliers and requesters to arrange deliveries or work/services planning once a contract is signed. 

·Regularly check delivery deadlines which were set by the requesters and report potential delays directly to the line manager and through area logistics team communication tools (meetings and update of the Order Form Follow-Up).

·Ensure, with his/her team and the requesters, that the Stock Receptions or Services’ Completion Certificates are edited and signed with accurate information as soon as a supplier delivers items or completes a service. Ensure that items or services purchased meet requesters' expectations and, if not, inform the direct line manager.

·Organize, with the Finance and Program team, the collection of all required documentation to submit closed procurement files for payment.

·Update the Suppliers Database as per ACTED process.

·Inform the line manager of any issue occurring with the requesters or the suppliers for additional support if appropriate.

2.Transportation / Shipment to Gaza:

·Ensure Close follow up of any development on available shipping routes from Jordan to Gaza

·Coordinate with supplier, transporter, and customs broker agency for any shipments.

·Provide accurate and on a timely manner documents needed for transportations purposes (packing list, visibility material..)

3.Trouble shooting

·Report all issues or propose solution for problems related to day-to-day operational issues (delay in deliveries, items requested not available anymore, amendment in Order Form specifications, etc).

·The Procurement Officer is expected to solve 1st level of issue, the exact scope if to be defined with the CLM on case-by-case basis.

4. Filing and Reporting

·Ensure that 100% of new orders are registered on the Order Form Follow-Up (OFFU) and is responsible to record/check the progress of each procurement until the completed file is transferred to Finance for payment.

·For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced are electronically signed, dated, and filed in the correct location on ACTED’s database.

·Ensure that a separate folder is created for each reporting documents and handover 100% of hard-copy documentation to finance department for payment.

Skills

·Significant experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset;

·A Master or bachelor’s degree in supply chain, Logistics, Operations Management, Transport or in one subject covered by ACTED activities would be an asset;

·Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines;

·Diligent, dedicated, and able to see complex procedures through to completion;

· Able to communicate complex information clearly, with excellent interpersonal skills;