Procurement & Logistics Officer

The administrative procurement and logistics officer is part of the operations department and reports to the director. S/he coordinates with the staff to meet the needs of implementation.

S/he does not manage staff.

The procurement and logistics officer reports to the accountant and the general director.

Result areas

Handling Procurement

• Draft an appropriate service level agreement to properly evaluate suppliers' performance and report on this regularly.
• Work with internal stakeholders (teachers, caregivers, or operations staff) to determine procurement needs, quality, and delivery requirements.
• Responsible for order placement timing, supply/demand alignment, material replenishment, and supplier performance
• Ensure effective and cost-efficient procurement planning by ensuring weekly and monthly needs mapping per project team and grouping purchases where possible and relevant.
• Negotiate and follow up and maintain good relationships with suppliers and staff members.
• Run market assessments and update suppliers list per base in coordination with Managing Director and Manager Assistant;
• Liaise and coordinate with all relevant staff regarding requisitions caregivers, social workers, administration, teachers, and volunteers through requisition requests;
• Follow up on delivery of goods and keep all parties fully informed of any changes;
• Ensure necessary authorizations/approvals are always obtained in advance from the managing director and accountant;
• Execute the purchase and delivery of appropriate supplies in a timely and cost-effective manner;
• Document clearly and transparently the entire procurement process;
• Contact vendors to resolve problems with late delivery, damaged items, incorrect products/prices;
• Maintain an up-to-date inventory of supplies to secure the best value for goods and services;
• Coordinate with the Projects Managers and concerned recipients on delivery of items within the procurement plan deadline.
• Ensure that all necessary documentation and donor filing is updated.
• Handle vehicle service requests and ensures that the fleet is checked and maintained regularly.
• Monitor fuel consumption limits and use vehicle log-books, maintenance logs, oil logs, and other fleet formats and templates.
• Calculate the personnel usage of fuel consumption.
• Conduct a quarterly physical inventory on assets and furniture in the center.
• Ensure all files and records of logistics are properly updated and filed.
• Implement and maintain Home of Hope internal procurement procedures, with records kept for a full audit trail standard under both Home of Hope and donor regulations;
• Follow up and keep track to close any pending request or purchase order;
• Ensure accurate and timely records of payment and delivery of goods and services;
• Receive the goods as per the description on the purchase order/request.
• Inspect goods upon delivery and reject inadequate, broken lower quality, and other items not meeting the requirements of the order;
• Ensure documentation demonstrating accountability for each order is filed appropriately.
• Ensure lost or stolen assets are reported and filed
• Ensure efficient maintenance and upkeep of the organization electricity and water;
• Negotiate the best deal for pricing and supply contracts
• Ensure that the products and supplies are high quality
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development

Result: Procurement activities for all projects are done on time so that Home of Hope procedures and donor regulations are followed.

Warehousing Management: Daily Follow-up

• Ensure all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard Policy;
• Alert program manager/accountant when stocks are approaching minimum stock levels or perishable goods are coming to their expiry date, and carry out any required destruction of stock;
• Load, offload, and stack goods;
• 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, check and validate the waybills properly;
• Estimate stock capacity according to the purchase order, 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.

Logistics

• Ensure that all assets are recorded, managed, and disposed of;
• Ensure damaged or broken assets are reported and file of all Repairs/Return Requests;
• Monitor the consumption records of all stationery and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, and cleaning products;
• Support in keeping inventory of all equipment and ensure its regular update.
• Drive children or staff members to appointments whenever necessary

Result: procurement and logistics matters are handled in such a way that the organization is running efficiently.

Handling administration and finances

• Keep track and monitor advances of suppliers;

• Prepare monthly payments for suppliers in coordination with and approving the accountant;
• Prepare monthly bills and expenditures and submit them to the accountant.
• Perform administrative tasks (photocopies, scanning/faxing documents);
• Prepare and submit weekly reports to the accountant on the date identified.

Result: Administrative tasks and Finances are handled when a filing system is in place, reports are submitted on time, and suppliers are paid on time and according to precise documentation.

Knowledge and Experience:

• University Degree
• Proven relevant experience in a similar position.
• Preferably previous experience working with children/refugees/vulnerable populations.

Skills and Competencies:

• Ability to work under pressure
• Cultural sensitivity
• Good time management skills
• Sense of responsibility
• Self-motivated
• Knowledge of logistics and administration
• Planning, analytical and organizational capabilities
• Strong planning and organizing skills to handle many tasks with deadlines
• Fluency in English and Arabic
• Advanced computer skills
• Team player
• Result focused, attention to detail and cost-conscious
  Ability to work independently as well as cooperatively with team members
• Tolerance and Flexibility
• Social and communication skills

Adherence to the Child Safety Policy is essential.