Procurement & Logistics Officer

Duties & Responsibilities:

Procurement Tasks:

• Ensures that all procurement activities are compliant with Anera and donor policies
• Support the development and issue requests for proposals
• Assist the Procurement and Operations department to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion and evaluation reports.
• As directed by the line manager,  coordinate directly with local, regional or international vendors; service providers; and subcontractors to obtain quotations and/or initiate procurements of requested commodities, works, and services
• Where assigned, liaise with vendors and subcontractors and serve as their point of contact throughout the procurement process.  Arrange bidder meetings and compile clarification questions from bidders.
• Respond in a timely manner to procurement requests and provide procurement status reports when requested.
• Support in drafting contracts and purchase orders.  Issue such to vendors and follow up as needed to ensure compliance to terms and conditions.
• Maintain the project’s commodity management tracking system as needed.
• Maintain accurate records of inventory and stock levels. 
• Maintain overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file including memorandums of negotiation for all procurements.
• Maintain detailed notes to document all procurement processes and evaluations.
• Perform spot check visits to vendors and partners.
• Perform Due Diligence and Vetting to all vendors
• Assist in preparing Payment Requests and perform regular reconciliations
• Other duties as assigned by supervisor
• Collaborate with internal departments to understand their procurement needs and specifications.
• Perform thorough reconciliation between the quantity listed on the distribution plan and the quantity documented on the delivery note.
• Verify the quantities documented on the procurement tracker and Issue Payment requests. 

Logistics Tasks:

• Assess and mitigate potential risks associated with the supply chain, such as disruptions in the availability of critical healthcare supplies.
• Address and resolve quality or quantity issues with suppliers.
• Liaise with vendors and subcontractors and serve as a point of contact as needed.
• Coordinate the delivery schedule with vendors before distribution takes place in alignment with the schedule provided by the program team, ensuring coordination with all parties.
• Conduct regular visits to vendor warehouses to verify the readiness of material for delivery and to ensure adherence to the standard operating procedures.
• Communicate with vendors any variances for immediate resolution and necessary follow-up action.
• Ensure timely submission of soft and hard copies of the delivery notes including all required components, such as lot number, expiry date…etc.
• Report any deviation encountered during the delivery process for immediate and prompt resolution. 
• Conduct comprehensive follow up with the vendor to ensure alignment between the components outlined in the delivery note and the established SOP, ensuring accurate reflection of the delivered goods.

Qualifications: 

• A degree in business administration or related fields is required
• 2 years of experience related to procurement and logistics is required
• Proficient computer skills particularly in excel spreadsheets
• Collaborative interpersonal skills and customer service skills
• Proficient written and oral communication skills
• Language Requirement:  Fluency in Arabic and English is required (both written and spoken)

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be able to sit and stand for extended periods of time.  

Work Environment: The work environment characteristics are conducive to conditions in an office environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.  

This job description does not imply that the stated requirements are the only expectations for the job. Incumbents are expected to perform any other duties that may be assigned. Anera has the right to revise this job description at any time. Anera is an “at-will” employer and as such, neither this job description nor your signature constitutes any form of contractual agreement between you and Anera.