Job Purpose

Under the supervision of the Logistics Officer/Senior Officer, the Logistic Assistant (Syria) is responsible for supporting all procurement processes under his/her area. The Logistic Assistant may be asked to supervise various aspects of the logistics department or focus on one activity. This will depend on the team structure at the Capital Office. However, all Logistic staff are expected to cover others and be aware of the procedures for all aspects of the logistic operations.

Objectives

-       Contribute to timely, cost efficient & transparent supply chain management in country

-       Contribute to timely, cost efficient & transparent transversal logistical management in country

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

Duties and Responsibilities

1.     Procurement :

·      Managing Tender Inbox:

·      In collaboration with the Senior Logistics Manager and Logistics (Senior) Officer, prepare Tender documents

·      Ensure 100% of the documentation is correctly filed in hard-copy and electronic-copy and the Bid register ready with each opening session.

·      Supporting the Logistics (Senior) Officer for their area in the preparation and follow up of all ongoing procurement.

·      Maintaining the Supplier Database (PRO-03.1) for ACTED Syria, identifying new sources for common commodities.

·      Preparing purchase documents (PMs/POs/Contracts) for purchases for review by the procurement committee.

·      Ensure 100% of procurement documentation is correctly filed in hard-copy and electronic-copy and registered on the Order Form Follow-Up (OFFU).

·      On occasion the Logistics Assistant (Amman) may be requested to provide procurement support to other Areas of ACTED Syria.

2. Stock

·      Review Stock receptions and completion certificates for contracts inside Syria, ensuring that adequate proof of completion and stock receptions are prepared in advance of payment.

·      Check all the WASH payments each month and submitted to finance in a hard copy, also update the WASH tracker each month.

3.   Filing

• Create separate folders for each reporting documents and file 100% of hard-copy documentation for each procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s database.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
• Assists Logistics department as needed on administrative tasks such as printing and scanning Logistics documents.
• Support logistics team in handling the tender process.
• Prepare tender opening folders with all updated offers. prior to tender opening day

4.    Reporting

• Register 100% of new orders on the Capital Order Form Follow-Up (OFFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Participate in other reporting upon delegation of his/her manager.

·      Supplier’s screening.

Nature of the Job

·      Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice hours are variable depending on the needs of the project(s). 

·      Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.

·      Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of the Program. These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination.

Skills and Experience

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

·      Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar. Experience or knowledge of one or more of the following areas would be an additional asset: construction, inventory and property management, technology, transport.

·      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.

·      Self-motivated, able to work independently or as part of a team.

·      Fluent written and spoken English and Arabic.

·      Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word), and files transfer systems.

Key Performance Indicators

the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

·      % success rate of daily tasks on time

·      % of tasks achieved in a timely manner;

·      % of reports submitted in a timely manner;

·      Number of folders prepared

·      Number of successful procurements under his/her direct responsibility completed & delivered on-time, in-full

·      Accuracy of logistics OFFU, WASH trackers & TITANIC report

General conclusion of internal audit reports on logistics aspects assigned to the Logistics Assistant (% compliance incidents compared to ACTED Logistics Manual and procedures)

Skills

QUALIFICATIONS

• Bachelor’s degree in Logistics, Supply Chain, Business, Management/business or a related field;
• Fluent English and Arabic (written and spoken);
• Excellent writing and communication skills;
• At least 1 years’ work experience with an INGO in an emergency and/or development setting.
• Ability to work under pressure in a high-pace environment;
• Good organisational and prioritisation skills;
• Proficiency in Microsoft Office, Microsoft Excel and Publisher;

·      Strong interpersonal skills

Strong analytical skills