Logistic Partnership Supervisor

Main responsibilities:

• Partner’s Procurement Compliance,
• Partner’s Procurement Follow-Up,
• Partner’s logistic and procurement assessment,
• Partner’s capacity building, and
• Internal Control.

Main activities:

1. Partner’s Procurement Compliance:

• Support the Finance Partnership supervisor on procurement aspects when receiving partner’s financial reports by controlling the procurement files;
• Follow with partners that all the procurement and logistics documents for validating the various financial reports are provided to MdM (quotations, evaluation grid, purchase orders, purchase requests, etc.)
• Check and validate all the supporting procurement document provided by the partners and linked to the financial reports in order to ensure the well justification of all the operation;
• Conduct the internal control of the procurement processes applied by the partners in order to ensure their compliance with the Memorandum of Understanding (MoU)/Partnership agreements (PA) and donor regulation;
• Ensure the scanning and archiving of all supporting logistic and procurement documents shared by partners;
• Ensure that partners’ reports are respecting MdM and donor procedures;
• Work with the Finance Partnership Supervisor, Support teams and Consortium Manager to ensure that the appropriate funding mechanism is identified for each sub-grant, and that appropriate special conditions are incorporated in each grant and MoU/PA.

2. Partner’s Procurement Follow-Up:

• Support the partners to comply with procurement minimum standards: Support on procedures implementation, derogation procedures, procurement plan procedure;
• Manage the procurement procedures for some partners: collect quotations, issue the procurement request, produce the evaluation grids and all other relevant documentations;
• Contribute to the partnership agreement, amendments and MoUs preparation and reviews;
• Provide analysis report of partners’ procedure implementations, procurement tools and follow up tools: Monitor and analyse purchase files on partner’s implemented projects, advice of some corrections or improvements;
• Edit narrative report in order to provide details feedback on Partners procurement files, procurement tools and follow up tools;
• Organize and lead meeting with Partners about feedback and follow-up.

3. Partner’s Logistic and procurement assessment:

• Lead and organize the logistic capacity assessments of partner organisations prior to disbursement of sub-grants. This includes coordinating with the Finance Partnership Supervisor for his/her participation in the appropriate screening process for all potential partners. Identify specific risk factors associated with the sub-grant, and the identification and implementation of appropriate measures to mitigate and manage those risks, working with support and other departments as appropriate;
• Provide a detailed report of each Partners assessment processed;
• Collaborate with partner organisations to finalize procurement plans according to the Project concerned.

4. Partner’s capacity building:

• Develop the capacity building/development plan for the partners based on the capacity assessment result, ensure capacity building/development plan is tailored, targeted and responsive to both their organizational needs and priorities;
• Provide training to the partners when implementing new procedures or based on the needs raised;
• Develop and roll out training plans and implement or coordinate trainings for the partner’s as needed and based on the assessed needs for continued training;
• Strengthen the capacity of partners on the overall grant management including financial reporting and grant management, donor compliancy, and support other partner capacity strengthening initiatives;
• Support partners in their recruitment process of the financial and administrative position.

5. Internal Control:

• Ensure internal logistic procedures, systems, policies and controls are applied; and complied the objectives of the mission whilst respecting MdM and donors’ guidelines;
• Participate in the improvement and development of logistic tools currently in use;
• Support in preparation of external or internal audit.

6. Consultancies
   • Support the consortium manager in launching and following up on external consultancies;
   • Support partners (when needed) in the recruitment and contract management of external consultant;
   • Act as focal point to consultants recruited and ensure proper submission of documents for processing payments,
   • Track consultancies contract and ensure proper internal documentation/reference to all contracts.
7. Other

• Provide a mission report and/or handover document at the end of the contract.

  Behaviour:

   

• To behave with self-restraint at all times and respect the dignity of the beneficiaries.
• Ensure compliance with MdM values, policies and procedures.
• To be able to work as part of a team and participate in all activities of the mental health unit.
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Believe and be committed to participatory and community-based approach
• Demonstrate motivation at work.
• Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.

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  Requested Profile

   

• BA degree or equivalent in Logistics, Business or related field;
• Minimum of 3 years work experience in a Logistic department of INGOs or NGOs;
• Proven experience in managing local partners through sub-grants management required;
• Demonstrated experience in capacity development, mentoring and staff development;
• Strong understanding of humanitarian protection principles and standards;
• Excellent communication and coordination skills;
• Proven ability to work well in and promote team work, thrive in a multicultural environment, be flexible and handle pressure;
• Excellent written and spoken English and Arabic is required;
• Believes in a comprehensive and holistic approach towards positive mental health;
• Ability to cope with difficult security context;
• Capacity to live in basic condition on the field;
• Excellence in organizing, planning and prioritizing task;
• Ability to identify   strengths and weakness and in proposing shared solutions for the continuous improvement of providing quality services;
• Strong ability to observe, analyse, report and take initiative;
• Ability to work with a team as well as to work independently;
• Clear commitment in the project thematic;
• Ability to communicate any technical or non-technical topic with clarity and to share any important project information with the team;