Procurement & Logistics Officer

General objective of the job   The Procurement & Logistics Officer is responsible for the maintaining and following up on all Fleet, Logistics and ICT needs in the north. S/he delivers technical, logistics and procurements advice and support for all related activities.   Position in the organisation   The Procurement & Logistics Officer is part of the Operations Department reporting to the ICT & Procurement Coordinator. S/he does not manage staff, s/he supports drivers or project managers.   Result areas   1.         Handling Procurement: 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 War Child Holland field offices in coordination with the Security and Logistics Advisor. 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 WCH 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 Budget Holder 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.   Result: Procurement activities for all projects are done on time in such a matter that WCH procedures and donor regulations.               2.         Warehousing Management: Daily Follow-up Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport. Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Logistics Manual. Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements. Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches) Ensure the management of the stock Decide to adjust the period of the inventory check according to the situation. Generate and follow proper computed inventory of the stock. Supervise reception of all materials and check and validate properly the waybills, Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders.  Result: All daily logistics matters are handled in such a way that the warehouses are running efficiently.   3.         Logistics:: Assists the Logistics officer to ensure that all assets are recorded, managed and disposed of according to the Asset Guidance within the Finance Manual, with tasks including. Tagging of all new assets Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests Ensure lost or stolen assets are reported and filing of lost & theft reports. To ensure efficient maintenance and upkeep the office, electricity and water etc To monitor the consumption records of all stationary and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, cleaning products etc Support in keeping inventory of all equipment and ensure its regular update   Result: procurement and logistics matters are handled in such a way that the office is running efficiently.   Any other task appointed by the line manager   Knowledge and Experience   BS Degree in related field Minimum of 2 to 3 years of relevant experience in a similar position   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 sk