ACTED-Jordanie Regional Looking for Logistics Manager at Amman Full Time

Assignment

Under the supervision of the Country Logistic Manager, the Logistics Manager is responsible for overall supervision of the Logistic Procurement function for a designated operational Area in ACTED.

He/she will be responsible for coordinating, following up, and reporting to Coordination and Heads of department on the full procurement cycle, in line with ACTED’s Logistics Manual and category- and Area-specific SOPs. He/she will ensure all procurement plans are up-to-date and authorized, maintain the supplier databases and ensure that 100% of suppliers are subject to screening prior to contracting.

OBJECTIVES

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

·        Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility, at the Area-level, and actively promote logistics procedures.

·        Support effective and context-appropriate Transversal Logistics Management.

·        Ensure all staff involved in Logistics are fully trained on ACTED procedures

·        Provide structured Logistics support on all Logistics technical areas and cross-cutting issues to Logistics staff, including regular Skype meetings, and ad hoc Logistics support to junior staff (Assistants/Officers) in Amman.

·      Participate actively in project procurement planning, supporting on building up retro planning, planning the waivers in diverse planning operations.

DUTIES & RESPONSIBILITIES

1. Management and Technical Support

• Direct line-management of Amman-based Procurement Assistants and or officer in ACTED’s Regional Office. Carries the responsibility of the manager function, including appraisals, leave plan,…
• Support the professional development of direct reports through regular (at least monthly) objective setting in one-to-one meetings, identifying relevant on-the-job and external training opportunities, and performance appraisal in-line with ACTED’s HR Manual.
• Prepare recruitment requests, TORs, and tests, and conduct interviews, in coordination with the Country Logistics Manager and HR Department.
• Advise in-country teams on procurement activities, in-line with ACTED’s Logistics Manual and category- and Area-specific SOPs.
• Represent the Logistics function at the Operations Meetings when needed

2. Procurement

·        Pro-active participation in planning of the procurement on his/her area. Participate to Support Kick of meetings, provide logistics inputs in order to foresee and estimate duration needed for a procurement

·        Pro-active follow-up on Procurement Plans, to ensure that 100% of procurement conforms to ACTED’s Logistics Manual, or follows a procedure defined in a fully approved Waiver.

·        Review Order Forms for procurement, requesting clarifications from other departments if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g. Scope of Works, Technical Criteria, or Terms of Reference) has been provided.

·        Prepare Tender documents, according to the Procurement Scenario (ensuring approval from HQ for Scenario E procurement and FWAs). 

·        Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing.

·        Actively follow-up on ongoing Tenders and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions.

·        Analyze quotations using the Procurement Memo (PM) to ensure ACTED obtains the best possible value for money. The timeframe for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days.

·        Prepare contracts based on fair and transparent negotiations with suppliers. The timeframe for producing a contract should be no more than one or two days.

·        Participate in Cash Request process in collaboration with Capital finance team to forecast payment.

·        Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment. 

4. 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.
• Carry out regular (at least weekly) spot-checks on Procurement Assistants’ filing practices and take remedial action where necessary.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
• Ensure that 100% of new orders are registered on the Order Form Follow-Up (OFFU) and is responsible to record the progress of each procurement until the completed file is transferred to Finance for payment.

6. Reporting

• Register 100% of new orders on the Capital Order Form Follow-Up (OFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Cross-check the Order Follow Up against the Contract Follow-Up (CFU) from Finance, field-level trackers, and known priorities.
• Assist in preparing, analyzing and feedback on monthly Logistics TITANIC reports (asset register, property follow-up, communications report, stock movement report, and transport follow-up.

• % average order processing lead-time for procurement under his direct responsibility meets or improves on the timelines agreed between Logistics and Finance.
• % of supplier on-time in-full delivery against the terms of the contract for procurement under his direct responsibility.
• % of delivery on-time in-full against the deadline on the OF for procurement under his/her direct responsibility.
• General conclusion of internal audit reports on assigned Logistics aspects
• 100% of assigned procurement in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver.
• 100% of procurement over $10,000.00 USD (i.e. Reinforced Scenario C, D, & E) in compliance with ACTED Logistics Manual and Procedures or with the terms of a correctly authorized waiver at the Area level (Area-level).
• General CLM and HQ feedback on the Area TITANIC.
• % month-on-month errors on AST-05 and STO-02 (after review) (Area-level).
• % conformance of TRA-06 to vehicle rental contracts and % errors between TRA-06 and vehicle logbooks (Area-level).
• % completion of Carbon Footprint Report (Area-level).
• Number of trainings delivered.
• % of staff involved in Logistics for the Area having completed a comprehensive ACTED Logistics training.

Peer, employee and management feedback at the next performance appraisal.