JOB DESCRIPTION

1. Scope

1. Context

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being.

Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.

Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

Middle East Region

RI operates in six countries in the Middle East region:  Iraq, Jordan, Lebanon, Syria, Turkey and Yemen, with a focus on the four RI sector pillars: Health, WASH, Education and Economic Opportunity.  We employ more than 4,000 staff (direct and indirect) in the Middle East region and implement a range of humanitarian and development programs valued at approximately $70 million USD on an annual basis.

1. Job Profile

Based in Amman and reporting to the WoS Supply Chain and Operations Manager, the WoS Supply chain and   Operations Coordinator is expected to contribute to organizational planning, and coordination efforts in Amman and WoS to enable excellence in programmatic activities within the WoS.

1. Key responsibilities

Accountability and Complexity

ESSENTIAL RESPONSIBILITIES AND DUTIES:       

Procurement 60%

• Daily coordination of RI international and regional procurement activities.
• Ensure that the procurement function support the programs efficiently and compliantly in timely manner.
• Manage international / national procurement in coordination with both hubs .
• Make sure the internation procurement orders are carried out taking into consideration the international standards and requirement on the shipment clearances.
• Laise with relevant focal points on the requirement and receiving needed approval as it transit through countries before reaching final destination in Syria.
• Manage international logistics, outsourcing in-country transit, including outsourcing transportation, freight, and customs clearance. Ensure coordination with relevant hub SCO teams to acquire necessary permissions to facilitate customs clearance.
• Ensure all procurements are carried out in consideration of RI internal guidelines as well as donor regulations by conducting spot-checks of procurement packages managed by the Hub SCO teams and carrying out a sample of remote verifications on field procurements (by RI SCO field teams and Programmatic Facilities) .
• Manage and oversee the EDD (Enhance Due Diligence) for the supplier, conduct the background check, carry out the EDD check for suppliers and produce the report.
• Regularly update Procurement Trackers (PR Master List and PR Tracker) to ensure the information is up-to-date and accessible cross-functionally to facilitate timely decision making.
• Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of RI;
• Develop and maintain a tracker for all framework agreements to ensure that RI does not operate with an expired contract.

Logistics (30%):

• Support both hubs on the international shipment movement and clearance.
• Laise with suppliers and contractors to arrange required supporting documents for the international shipment clearance.
• Ensure a monthly report is generated for the Amman fleet and log sheets.
• Support the admin assistant with all work related to international staff work permit and residency.
• Review the consolidated assets sheet for KRI and Amman.
• Conduct sample spot-check verification of logistical documents, including transportation of staff and goods in the hubs.
• Coordinate with the hubs on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.

Coordination and communication (10%):

• Conduct a check in meeting with SCO team across both hubs.
• Support the NES team on all procurement / assets and warehouse matters.
• Communicate with the RSO for all updated templated, processes and procedures.
• Communicate and support the RSO for all international staff work permits and residency.

       Behavior and conduct     

• Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
• Reports any concerns

     Safeguarding 

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible. 

1. Person Specification

Skills, knowledge and expertise required for the role.

Essential criteria

• 3-5 years of experience in similar roles.
• Previous NGO experience is an added value.
• Willingness and ability to work effectively with a wide variety of people.
• Good in English language beside to Arabic.
• Flexibility to support by field visits.
• Very excellent command on excels and word Microsoft operating system.
• Ability to work as part of a team and coordinate with project personnel.
• Computer literate and strong organizational skills.
• Demonstrate attention to detail, ability to follow procedures , meet deadlines and work independently and cooperatively with team members and a proven ability to solve problems independently without direct supervision.

1. RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability