Jobs in Oman

Logistics Officer (Turkish Speaking) at ACTED – Amman

Job Description

Assignment
Under the supervision of the Sr. Country Logistic Officer and Country Logistics Manager, the Logistic Officer (Amman) is responsible for supporting remote procurement in Turkey and Northern Aleppo. The Logistic Officer may be asked to supervise various aspects of the logistics department or focus on one activity, including liaison with the ACTED sub-area office in Antakya. 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. Junior Logistics staff will only be expected to be involved in all areas but with higher supervision from department supervisors and department managers.
Under the supervision of the Sr. Country Logistic Officer and Country Logistics Manager, the Logistic Officer (Amman) is responsible for supporting remote procurement in Turkey and Northern Aleppo. The Logistic Officer may be asked to supervise various aspects of the logistics department or focus on one activity, including liaison with the ACTED sub-area office in Antakya. 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. Junior Logistics staff will only be expected to be involved in all areas but with higher supervision from department supervisors and department managers.
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 the following, that procedures are correctly followed at all levels of the mission (as delegated by the CLM), and that problems are documented and followed-up against an agreed action plan:
– ACTED’s Logistics Manual, including Procurement, Assets, Property, Fleet, Stock, and Telecommunications.
– Specific adaptions for the Syrian context.
– Specific adaptions for procurement categories.
• 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, Turkey and Aleppo
DUTIES & RESPONSIBILITIES
1. Management and Technical Support

  • Direct line-management of Amman-based Logistics Assistants in ACTED’s Regional Office.
  • 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.
  • Advise other departments on procurement activities, in-line with ACTED’s Logistics Manual and category- and Area-specific SOPs.

2. Framework Agreements and Supplier Management:

  • In collaboration with the HR Department, Heads of Department, and Country Logistics Manager, prepare Tender documents for commonly used goods and services to establish Framework Agreements (FWA) in Turkey through National Tender (Scenario D) at least two months before contract end-date.
  • Ensure 100% of FWA documentation is correctly filed in hard-copy and electronic-copy.
  • Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns within one day of identification.

2. Procurement:

  • Review Order Forms for procurement in Turkey and Northern Aleppo, requesting clarifications from the requestor if the specifications are not clear, complete, or correctly authorized, and check all supporting documents has been provided.  Explain any deviations to the requestor.
  • Ensuring compliance with Turkish Government Regulation for contracting in Azaz.
  • Development of Bilingual contract templates and workflow for contract in Northern Aleppo
  • Maintaining the Supplier Database (PRO-03.1) for Amman, identifying new sources for common commodities.
  • Collecting quotations from suppliers, ensuring like-for-like specifications for comparison and organizing quality checks with the requestor.
  • Preparing purchase documents (PMs/POs/Contracts) for purchases for review by the procurement committee, typically not more than $100,000.00 per contract.
  • Follow-up open procurement with the requestor, including ACTED Turkey procurements above $20,000
  • 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 Officer (Amman) may be requested to provide procurement support to other Areas of ACTED Syria.

3. Transport:

  • Support the Security and Fleet Officer in planning movements and scheduling drivers.
  • Monitor monthly fuel consumption and rental expenditure.
  • Arrange regular preventative maintenance according to the manufacturer’s recommendations.Upon receiving a Motorized Asset Maintenance Checklist (form TRA-04) and Maintenance
  • Order & Completion Form (TRA-05) from the Safety and Security Assistant, arrange maintenance, according to the vehicle’s warranty, terms of the rental contract, or with an approved garage.
  • Upon receiving the monthly fuel slips, logbook, and OF from the Safety and Security Assistant, prepare a Purchase Order (PO, form PRO-04)
  • The Logistics Officer (Amman) will then submit the original procurement file to the Finance Department, keeping copies on-file in Logistics.
  • Upon receiving an Order Form, preparing documentation to close advances (e.g. for payments made for car washing, airport parking, or other activities).

4. Stock

  • Review the Stock Reports from Turkey and Northern Aleppo
  • Ensure that all Supply contracts submitted for payment in Amman have adequate proof of reception.

5. 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.

6. Reporting

  • Follow-up 100% of orders on the Capital Order Form Follow-Up (OFFU)on the progress of each procurement until the completed file is transferred to Finance for payment.
    Review the OFFU to be shared with Antakya teams on a weekly basis
  • Cross-check the Order Follow Up against the Contract Follow-Up (CFU) from Finance, HR trackers, and known priorities.
  • Ensure that the compliance requirements of Turkey are adequately followed and that all contracts are translated to Turkish langauge
  • Review the Monthly Stock Inventory Report (STO-02) and Stock Inspection Report (STO-04)
  • Review the Transport Follow-Up (TRA-06) each month.
  • Reviewing planned, active, and expiring FWAs on the Procurement Follow-Up (PRO-12) each month.

Job Details

Job Location
Amman, Jordan

Company Industry
Accounting

Company Type
Non-Profit Organization

Job Role
Logistics and Transportation

Employment Type
Unspecified

Monthly Salary Range
Unspecified

Number of Vacancies
Unspecified

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