Logistics and Procurement Officer

On-site Contract BLP01
Amman, Amman Governorate, Jordan

Description

Location: Amman (office based).
Reporting to: Procurement Manager.
Direct Reports: N/A.
Contract type: Full-time, 1 year FTC renewable
Start date: 1st October 2024.
Closing date: Thursday 12th August,2024.

About ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity, and hope for the future.
We believe that resilient communities are the foundation of local, national, regional and international development and stability – and, ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.

Purpose of the Department:

The L&P department is responsible for managing the flow of goods, services, and funds through ARK’s project lifecycles. This includes overseeing the procurement process, managing vendor relationships, and ensuring compliance with internal, client, and legal regulations.

Purpose of the Role:

ARK is seeking a Logistics and Procurement Officer based in Amman, Jordan to support USAID-funded projects in Yemen. The successful candidate will work closely with the Regional Procurement Manager, the Head of Logistics and Procurement, and Project Team, to deliver comprehensive logistics and procurement services to the Yemen based Project Teams. The primary role of the Logistics and Procurement Officer is to source goods, services, and supplies to enable the project team to achieve their project objectives, and manage the movement, storage, and maintenance of physical goods.

Key Accountabilities and Deliverables:

Logistics and Procurement
Lead all project related project procurement and logistic tasks in accordance with all compliance protocols. Collaborate with the project team to define and develop specifications and statements of work for the purchase of goods and services. Manage competitive tender lifecycles including the design, drafting and issue of tender documents. Manage tendering events, and coordinate the evaluation of offers, and purchase recommendations. Ensure accurate and timely filing of procurement documents on ARK’s SharePoint powered filing system. Process invoices, request and monitor supplier payments in accordance with ARK’s commitment to prompt payment. Support and assist Finance and the Compliance team in preparing documentation for financial reporting and donor audits.
Contract Management
Collaborate with the project team to develop, negotiate, and manage contracts with suppliers and service providers, ensuring all terms and conditions are adhered to and outputs delivered. Work closely with the project team to monitor contract performance and compliance, addressing any issues or disputes that arise to maintain project integrity. Oversee contract renewals and amendments, ensuring timely and accurate updates to contract terms as needed, in consultation with the project team. Identify and mitigate potential risks associated with contracts, implementing strategies to safeguard the project's interests in collaboration with the project team.
Inventory management:
Prepare and maintain accurate inventory records and ensure compliance with regulations. Ensure proper tracking, maintenance, and recording of the project's assets, which will lead to an accurate asset database at all times. Ensure that each staff member is accountable for every asset assigned to them through the use of the Handover Form. Implement maintenance systems and procedures for assets, including follow-up. Ensure quarterly physical check of assets and submission of asset reports to procurement manager for review. Manage, maintain, issue, and dispose of project inventory in accordance with ARK’s asset management policies and procedures. Liaise with the Procurement Manager to recommend disposal of assets is reviewed and implemented annually as per ARK and donor requirements regulations.
Travel
Collaborate with ARK Travel Manager and book staff travel, including flights, hotels and visa requirements. Ensure all travel documents are filed in a timely manner. Compile project travel supporting documents and reconciliation against the travel agent’s Statement of Account (SOA). Assist the Finance Department with reconciliation of project staff travel expenses.

Requirements

Core Competencies/Behaviors
Communication – Level 2
Continuous Improvement – Level 2 Planning and Organizing – Level 2
Adaptability – Level 2
Relationship Building – Level 3 Ethics – Level 2 Attention to Detail – Level 1

Key Relationships:

INTERNAL: Project Manager, Project Officers, Finance Officer, Budget Manager, Head of Corporate Services, Head of Logistics and Procurement, Procurement Manager.
EXTERNAL: Suppliers, Travel Agents.

EDUCATIONAL/CERTIFICATION REQUIREMENTS

Essential:
Should possess relevant academic or vocational qualifications, or sufficient experience to compensate for the absence of formal qualifications.

Desirable:

Membership in the Chartered Institute of Procurement and Supply (CIPS) or an equivalent professional body, such as the Institute for Supply Management (ISM) or working towards membership.

TECHNICAL EXPERTISE & EXPERIENCE

Essential:
Experience of procurement and supply chain operations. In-depth understanding and knowledge of USAID procurement protocols per 2 CFR 200 guidelines. Competent in use of MS Office applications and data entry. Fluent in both written and spoken Arabic and English. Comprehensive understanding of gender issues, cultural sensitivity, and principles of equal opportunity.

Desirable:

Experience within an international, project-based organization. Knowledge and experience of using MS SharePoint and MS Dynamics.

Benefits

Comprehensive Benefits: Life and private medical insurance, communications allowance. Impactful Work: Your expertise will directly impact the lives of those in need. Global Reach: Collaborate with international experts and local stakeholders. Innovation: Engage in pioneering solutions for sustainable change.

Our People

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organizations, journalism and the private sector.

An ARK Person Is:

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.
Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognize out limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.
Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.
Collegiate: We know we are stronger together and that every contribution counts. We trust each other and always support each other.
Outspoken: We tackle diverse challenges, and we always want to find the best solution to a problem. We aren’t afraid to share our opinions and we want to hear those of others too.
*ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates