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Background:
The Lutheran World Federation, in response to the Syrian refugee crisis, established operations in Jordan in 2012. The Lutheran World Federation is assisting refugees and vulnerable groups in Amman, Zarqa, Irbid, Mafraq and Za’atari camp. The Lutheran World Federation is running projects related to Education, WASH, Livelihoods, Protection, Rehabilitation and Humanitarian Assistance.
Scope of Work:
The Technical Logistics Assistant is responsible of assisting in procurement, fleet management, equipment management and general services under LWF Logistics polices & procedures.
Specific Responsibilities:
– Procurement: Assist in:-
- Analyse, ensure local market surveys, and keep a local suppliers database updated corresponding to the LWF needs and standard (quality, price, service, ethics etc.)
- Make sure to consider value for money having in mind quality and sustainability of the goods.
- Implement procurement procedures for LWF and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
- Process the orders, ensure their follow-up, provide feedback to the applicant, and inform his /her manager in case of problem.
- Monitor Purchase Requests updating PR monitoring chart
- Ensure the adequate filling of purchases files: signatures, presence and validity of the document.
- Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
- Ensure proper follow up of services contracts
- Establish positive official relations with local suppliers.
Fleet Management: Assist in:-
- Define the weekly project’s movement plan and any travel requirements.
- Prepare the Fleet monitoring chart.
- Ensure the adequate filling of all documents by the focal point, specially the Log book.
- Archiving of fleet files in a proper way.
- Make sure that the one who drives the car know the roads, used secure roads and respect the security driving rules.
- Supervise the general maintenance of vehicles in link with the focal point.
- Ensure any required training for focal point on LWF principles, driving..etc.
Equipment Management: Assist in:-
- Ensure that the Equipment and Information Technology Management Policy is followed, understood, and respected.
- Be the focal point for IT related issues and requests.
- Ensure that IT equipment is properly installed, followed up on, and upgraded (hardware, software, network, back up, security systems and devices).
- Ascertain equipment installation, maintenance, monitoring, and traceability (computer, power-supply, communication etc.).
- Ensure that the documents related to equipment management are compliant with LWF policy.
- Make sure that LWF standard storage procedures are followed; ensure the quality procedures and control the stored goods.
- Ensuring the physical management of stocks and storage facilities.
- Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
- Ensure that the Equipment Monitoring (EM) is used and updated correctly, as well as the quality of the data it includes.
General Maintenance & Stock Management: Assist in:-
- Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises.
- Supervise the overall maintenance of the LWF premises.
- Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
- Update Follow up tools for Office needs (Kitchen Supplies, Stationary and Cleaning materials). Moreover, provide monthly statistics about needs and consumptions.
- Stock Management according to LWF policies.
Services& Lease Contracts Management: Assist in:-
- Ensure all service and lease contracts are up to date.
- Prepare the monthly Contract Follow Up (CFU)
- Pay a great attention to renewal and termination clauses in the contracts and notify relevant staff about such clauses, in a timely manner, get their feedback in order to proceed with either the renewal or termination.
Staff Management& Training: Assist in:-
- Provide technical support, guidance, and training to the Za’tari& Zarqa Logistics Assistant & logistic focal point.
- Provide the logistics induction/orientation for new staff.
- Provide logistics training for non-logistics staff, as per need and under the supervision of the HR & Admin Manager.
Additional Tasks: Assist in:-
- Participate in the logistics planning and identification of logistics needs.
- Understand the roles of the LWF Logistics Department in order to provide backup whenever necessary.
- Conduct regular field visits to ensure that Logistics policies and procedures are followed and respected.
- Act as logistic focal point of Irbid LWF community center and schedule weekly visit to cover the C.C Logistic and Admin needs.
- Carry out any other duties as requested by the HR & Admin Manager.
Professional Standards
The LWF and LWF workers must adhere to the values and principles outlined in the code of Conduct.
Requirements
Essential:
- Bachelor’s degree in a relevant business field or a Logistic relevant degree.
- Minimum of 2 to 3 years of experience in INGO logistic position.
- Flexible in working hours and field visits in the country.
- Excellent written and spoken English.
- Excellent computer skills.
- Valid Driving license.
Skills:
- Ability to identify and resolve Logistics problems with substantial independence.
- Ability to perform detailed work of a confidential nature and/or to handle a large volume of work systematically, effectively, and accurately
- Ability to work in a team environment and coordinate assignments to achieve common goals.
- Excellent interpersonal skills and ability to work under pressure.
- Excellent teamwork spirit and ability to maintain a positive attitude in all circumstances.
- Accuracy and attention to detail.
- · Geographical knowledge and professional network.
