Logistics and Procurement Officer

Major Responsibilities:

1. Logistics & Procurement related:

• Implement and maintain procurement procedures for the project, with records kept for a full audit trail standard under both Association Nabad for Development and donor regulations.

• Contact local sources of supply, get price quotations, and assist in the selection of vendors
• Contact vendors to resolve problems with late shipment, damaged items, incorrect products or incorrect prices
• Follow up and keep track to close any pending request or purchase order
• Keep accurate records of payment and delivery of goods and services
• Maintain purchasing files and records
• Ensure the timely and well documented delivery of supplies to respective Nabad in coordination with Finance Department.
• Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order
• Organize and maintain computerized records containing vendor and bid information.
• Correspond with vendors regarding prices, product availability, and delivery.
• Check that purchase request and order forms are filled properly.
• Coordinates warranty, Maintenance, and insurance claims for all assets/ inventory items;
• Builds and maintains good professional working relationship with suppliers;
• Ensure that Nabad Procurement manual procedures are respected.
• Check that advances given for the purchases are justified by invoices and proper purchase documents
• Ensure that no procurements are carried out without Financial Director approval, either directly or as properly delegated.
• Suppliers are managed professionally, impartially and with no appearance of impropriety.
• Documentation demonstrating accountability for each order is filed appropriately.
• Finalize and maintains up to date data base of authorized and preferred suppliers/ vendors/ consultants, collect and prepares all necessary supporting documents for authorizations granting and renewals by the committee.

     2. Stock management:

• Maintaining an updated inventory of general office supplies as well as project specific material at all times
• Tracking materials In and Outs
• Assuring the physical management of stock
• Responsible for office maintenance and ensuring that all materials and furniture that is damaged is either repaired or replaced
• Responsible for general office orderliness, ensuring that all material and stock is properly stored and that the office space is kept in an orderly

      3. Security:

• Liaise with project staff on field visits and during field visits
• Immediately report all breaches of safety and security procedures and all threats to Nabad staff.
•  Liaise with Management Team to review security procedures and keep them up to date
• Facilitate staff evacuation in emergency situations
• Train staff on security measures
• Ensure vehicle and staff movements are monitored according to procedures and that necessary safety and security equipment are available and in good condition
• Prepare security updates and reports as required

Any other task appointed by the line manager 

Skills and Competencies:

• Knowledge of logistics and administration
• Strong planning and organizing skills to handle multiple tasks with deadlines
• Fluent English and Arabic
• Good computer skills
• Team player
• Result focused and cost-conscious;
• Ability to work independently as well as cooperatively with team members
• Social and communication skills
• Good organizations skills