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ASSIGNMENT
Under the supervision of the Logistic Officer, the Procurement Assistant is in charge of all procurements follow up, documentation, filing and delivery.
FUNCTIONS
1. Procurements:s
The Procurement Assistant is in charge of all procurements for ACTED in Jordan and his key responsibilities listed but not limited below:
- To receive Order form - cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
- To ensure to respect ACTED procurement procedures for each purchase
- To find and Prepare the list of successful suppliers in both Capital Office and Area offices;
- To ensure fair and transparent selection of suppliers in each procurement;
- To follow Tender process from Call on newspaper to selection of suppliers to contract signature
- To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
- To follow with Finance on weekly basis (each Thursday afternoon) contract follow up (CFU) to ensure all procurement contracts under scenario (C, D and E) is registered and recorded
- To share with all departments and requesters the Order Form Follow up (OFFU) report to ensure that all order forms submitted to logistics are documented and the status of the order relayed back to the requesters on a weekly basis
2. Delivery Follow up
- To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
- To follow with field to send the signed waybill, reception vouchers and packing list after delivery IMMEDIATELY.
- To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
- To ensure the received quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
- To ensure the proper storage and reporting of all stock items
3. Filing/Reporting
3.1. Logistic Folders:
- To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios (e.g. 1 folder for all Scenario A and B and one folder for all Scenario C, D and E)
- To create and or update the Order form follow up folders (open order form to be placed in this folder)
- To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
3.2. FLAT Folder (logistic contributions):
- To provide all scenario “C”, “D” and “E” purchase documents original copies to FLAT focal point immediately after signing the contract with selected supplier(s)
- To provide delivery documents for Scenario “C”, ”D” and “E”(delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;
- Meet on weekly basis with FLAT focal point in Capital office to review the CFU and handover the FLAT/logistic documents as per CFU.
Job Details
| Date Posted: | 2017-01-15 |
| Job Location: | Amman, Jordan |
| Job Role: | Logistics and Transportation |
| Company Industry: | Community/Social Services/and Nonprofit |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Entry Level |
| Nationality: | Jordan |
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