Procurement & Logistics Officer

Comprehensive Information:

Position: Procurement & Logistics Officer

Employer: Anti-Racism Movement (ARM)

Department: Management      

Reporting to: Executive Director (ED)

Working Hours: 40 hours per week

Location: ARM with regular visits to all offices

Job Purpose

Procurement & Logistics Officer is responsible for the management of logistics, and the timely procurement and delivery of quality goods and services at competitive prices.

Areas of Contribution & Related Accountabilities

 The jobholder’s responsibilities include:

 Equipment Management & Office Maintenance

• Supervise allocation and adequate use of equipment for all users by handling the assets receipt form.
• Ensuring office supply needs are met (food, water, stationery, office furniture, etc.)
• Creates the hibernation and evacuation protocols and kits.
• Manage the first aid kits, and extinguishers in the office.
• Label all equipment with its proper codification and ensure proper storage.
• Perform monthly inventories of all assets with the support of relevant departments
• Handle the office maintenance (follow up on issues related to electricity, motor, renovation, ACs, etc…)

Logistics

• Preparation and management of contracts in coordination with the ED for its legality and ensure proper authorization in accordance with organization policy.
• Ensuring sound partnerships with suppliers maintaining responsiveness and positive communication.
• Taking care of logistical needs of staff (e.g. taxi services, supermarket) and events (e.g. hiring bus, booking a space, preparing the space before the event…)
• Work with team members to complete duties as needed

 Procurement

• Preparing, coordinating, and implementing procurement plans for all ARM and MCC offices in compliance with donor requirements when needed.
• Coordinating the reception, and evaluation of quotations, or proposals for goods or services.
• Ensuring the quality of goods upon delivery complies with the requirements submitted to the supplier
• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy and other relevant ARM policies.
• Establishing the specifications of goods and services required by the organization, in collaboration with the relevant departments while ensuring the quality of purchased goods and services.
• Negotiating the best deals for pricing and supply contracts.
• Reviewing and analyzing all suppliers, quality, and price options while maintaining transparency of the process as per the procurement policy.
• Preparing supplier contracts and purchase orders and submitting for management approval.
• Sourcing in-kind donations where possible

 Reporting & Security

• Participates in the analysis and follow up of the security situation through the creation of an information network and the permanent information collection from different sources 
• Submit the monthly rental & fuel consumption report every 5th day of the month. 
• Submit on a weekly basis the planning of tasks related to this position
• Submit the monthly logistics report and other reports if required
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development.
• Maintaining proper filing and records for all procurement processes, purchase orders and all correspondences relating to the procurements.

Accounting

• Submit procurement documents, contracts and invoices for payment processing

Human Resources

• Represent staff near NSSF for medical submissions
• Ensure accountability, transparency and due diligence as per ARM Principles and Code of Conduct.

 Communications & Work Relationships

 Internal Communication

• Regular contact with ED
• Regular contact with IT Coordinator
• Regular contact with Accounting Manager
• Regular Contact with HR Coordinator
• Regular contact with Managers 

External Communication

• Regular contact with suppliers of goods and services
• Regular contact with NSSF
   

Framework, Boundaries, and Decision Making Authority​​​​​​​

The jobholder has the authority to make informed decisions on possible solutions and take necessary actions, in consultation with the ED

Knowledge, Skills and Abilities

• Bachelor’s degree in business administration, accounting, or related field is desirable
• Solid knowledge and understanding of procurement processes, policies, best practices, and systems
• Experience required: 2-3 years in procurement, logistics, or closely related areas
• Excellent command of written and spoken Arabic & English
• Excellent Microsoft Office Skills, especially Microsoft Excel
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all levels
• Goal-oriented, organized team player