Job ID
12472
Job Title
Logistic Assistant
To work for
IMC | International Medical Corps
Country
Syria
City
Tartous
Field of Work
Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Intermediate Institute
Responsibilities
In charge of the correct implementation of International Medical Corps procurement guideline, educate customers, capture, analyze and report procurement data. S/He remains updated about donor policies and procedures.
Procurement Requisitions are effectively processed:
- Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target date.
- Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.
International Medical Corps' suppliers are pre-qualified; performance is measured and taken into account when invited to bid.
- Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs... Able to explain why selected suppliers have been invited to bid.
- Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners' ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier's capacity (warehouse, staff..); conduct Bridger Insight screening...; and build an individual Supplier file for successfully pre-qualified vendors.
- Maintain pre-qualified supplier tracking sheet. Track and record suppliers' performance based on in-country agreed indicators (quality, effectiveness, efficiency, payment terms, flexibility...). Share pre-qualified suppliers' Tracking Sheet on monthly bases as part of the monthly report.
- Documented under-performance of suppliers is reported and taken into account during bidding evaluation process.
Transparent competitive bidding supports improved project Value for Money:
- Undertake competitive bidding process following IMC procurement thresholds (single quote, negotiated, Request-For-Quote, National open Tender, International open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.
- For Single source, procure directly from (in priority pre-qualified) supplier.
- For Negotiated procedure with RFQ, draft Request for Quotes, launch bidding process, collect quotes (in sealed envelopes when necessary), evaluate offers (in tender committee when necessary), propose recommended supplier, record and implement committee conclusion.
- Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
- Draft Purchase orders (or contracts as needed, using standard-approved templates).
- Submits procurement files to relevant authorities for review and approval.
- Collect supplier's signature on all Purchase Order pages and provide copy of PO to supplier.
Delivery is undertaken as per plans and warehouse personnel informed ahead of time:
- Inform relevant Warehouse point person about upcoming deliveries and provide copy of PO (and procurement documentation when necessary) for control against specifications and quantities.
- For program supplies (which will later be recorded in Stock tracker), fill relevant format and provide it to Warehouse manager in soft copy.
- For goods: Facilitate delivery of orders to the warehouse of the site of payment and collect Good Received Note.
- For services: Facilitate delivery of services, collect memo from most technically sound IMC personnel for completion validation. Ensure period of guaranty, aftersales service is mentioned.
Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:
- Inform asset manager when asset is being procured. Provide a copy of procurement file to asset manager.
- Upon receipt of the asset, request asset sheet from asset manager (including asset number). Place asset sheet in procurement file to enable payment. Payment should not be processed without asset sheet to be present.
Payment is processed swiftly and in line with Terms & conditions
- Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid...), issue procurement memo when necessary.
- Attach GRN to procurement file with supplier's invoice and facilitate prompt payment process from finance team in line with payment terms.
- Ensure swift delivery to final destination. For items procured in site A to site B, ensure items are entered in site A transit warehouse and promptly dispatched to site B. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).
Procurement files are archived in a well-organized and segregated filing system, including soft copy:
- Review procurement file prior to archiving, using Procurement checklist.
- Archive complete procurement file in grant-specific file box.
- Archive soft-copy of procurement files following the following structure: Grant / Month / PR#. PR# .xls file contains PR, BS, PO, (and relevant scanned/soft copy quotes).
- At the end of project, ensure that all procurement files are collected, Procurement Tracking sheet is used to control that all procurement files hard copies are archived. Missing files should be sought from Finance department.
Petty cash enables swift procurement process:
- Based on weekly projections, request appropriate amount authorized in the cash advance procedure. CA amount should be used to procure basic procurement files with value under $500.
- Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.
Findings in Tests of Transaction are corrected promptly and used to improve quality of documentations system.
- In collaboration with Finance Department and Logistics Manager and based on "Test of Transaction" provided by the Audit Department, provide missing/incorrect documentation and undertakes any adjustment recommended.
Contract schedules is maintained and weekly cash projections shared with Procurement Manager:
- Maintains contract schedules for each contract including star/end date, payment schedules...
- Provide Procurement Manager with weekly cash projections based on planned expenses.
The Logistics department functions internally and externally in a coordinated manner, is effective and pro-active, delivers services to customers and aims at high customers' satisfaction.
- Pro-actively coordinate with heads of department and develop logistics solutions, Infuse customer service satisfaction approach within the department, feed other departments with relevant logistics information and data useful to enhance in project deliverables.
Logistic/transportation is especially responsible for:
1. Transportation processing:
a. Remains updated with local transportation regulations.
b. Collecting transportation approvals as per local regulations.
i. Share transportation protocol with head departments.
ii. Receive loading plan on bi-weekly bases as per deadline in transportation protocol.
iii. Submit loading plan to SARC as per deadline in transportation protocol. Soft copy is sent to SARC with CD, DCD, LC and head requesting department in copy.
iv. Share loading plan with warehouse manager (Log Co and Support officer in copy), so he provides type and number of required trucks.
v. Collect verbal approval for loading plan on timely manner.
vi. At receipt of loading plan verbal approval:
1. Book trucks as per warehouse manager reply to loading plan.
2. Submit mission letters as per deadline in transportation protocol.
vii. Collect approved mission letters as per promised dead line in transportation protocol.
viii. Send approved mission letters to warehouse managers. With hard copy kept in file.
ix. By e-mail, share the list of approved (and not approved) mission letters as soon as mission letters are received back with head requesting departments, CD, DCD, Log Co, Support Officer, warehouse manager, field site coordinator and field site warehouse officer. Phone call for field site is requested if applicable.
x. Issuing and submitting mission letter report to SARAC on timely manner.
xi. Return conducted original mission letters back to SARC on timely manner. However, a copy is kept in file.
2. Participate in transportation bidding process/committee/analysis to select the competent transporter.
Procurement Requisitions are effectively processed:
- Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target date.
- Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.
International Medical Corps' suppliers are pre-qualified; performance is measured and taken into account when invited to bid.
- Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs... Able to explain why selected suppliers have been invited to bid.
- Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners' ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier's capacity (warehouse, staff..); conduct Bridger Insight screening...; and build an individual Supplier file for successfully pre-qualified vendors.
- Maintain pre-qualified supplier tracking sheet. Track and record suppliers' performance based on in-country agreed indicators (quality, effectiveness, efficiency, payment terms, flexibility...). Share pre-qualified suppliers' Tracking Sheet on monthly bases as part of the monthly report.
- Documented under-performance of suppliers is reported and taken into account during bidding evaluation process.
Transparent competitive bidding supports improved project Value for Money:
- Undertake competitive bidding process following IMC procurement thresholds (single quote, negotiated, Request-For-Quote, National open Tender, International open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.
- For Single source, procure directly from (in priority pre-qualified) supplier.
- For Negotiated procedure with RFQ, draft Request for Quotes, launch bidding process, collect quotes (in sealed envelopes when necessary), evaluate offers (in tender committee when necessary), propose recommended supplier, record and implement committee conclusion.
- Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
- Draft Purchase orders (or contracts as needed, using standard-approved templates).
- Submits procurement files to relevant authorities for review and approval.
- Collect supplier's signature on all Purchase Order pages and provide copy of PO to supplier.
Delivery is undertaken as per plans and warehouse personnel informed ahead of time:
- Inform relevant Warehouse point person about upcoming deliveries and provide copy of PO (and procurement documentation when necessary) for control against specifications and quantities.
- For program supplies (which will later be recorded in Stock tracker), fill relevant format and provide it to Warehouse manager in soft copy.
- For goods: Facilitate delivery of orders to the warehouse of the site of payment and collect Good Received Note.
- For services: Facilitate delivery of services, collect memo from most technically sound IMC personnel for completion validation. Ensure period of guaranty, aftersales service is mentioned.
Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:
- Inform asset manager when asset is being procured. Provide a copy of procurement file to asset manager.
- Upon receipt of the asset, request asset sheet from asset manager (including asset number). Place asset sheet in procurement file to enable payment. Payment should not be processed without asset sheet to be present.
Payment is processed swiftly and in line with Terms & conditions
- Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid...), issue procurement memo when necessary.
- Attach GRN to procurement file with supplier's invoice and facilitate prompt payment process from finance team in line with payment terms.
- Ensure swift delivery to final destination. For items procured in site A to site B, ensure items are entered in site A transit warehouse and promptly dispatched to site B. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).
Procurement files are archived in a well-organized and segregated filing system, including soft copy:
- Review procurement file prior to archiving, using Procurement checklist.
- Archive complete procurement file in grant-specific file box.
- Archive soft-copy of procurement files following the following structure: Grant / Month / PR#. PR# .xls file contains PR, BS, PO, (and relevant scanned/soft copy quotes).
- At the end of project, ensure that all procurement files are collected, Procurement Tracking sheet is used to control that all procurement files hard copies are archived. Missing files should be sought from Finance department.
Petty cash enables swift procurement process:
- Based on weekly projections, request appropriate amount authorized in the cash advance procedure. CA amount should be used to procure basic procurement files with value under $500.
- Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.
Findings in Tests of Transaction are corrected promptly and used to improve quality of documentations system.
- In collaboration with Finance Department and Logistics Manager and based on "Test of Transaction" provided by the Audit Department, provide missing/incorrect documentation and undertakes any adjustment recommended.
Contract schedules is maintained and weekly cash projections shared with Procurement Manager:
- Maintains contract schedules for each contract including star/end date, payment schedules...
- Provide Procurement Manager with weekly cash projections based on planned expenses.
The Logistics department functions internally and externally in a coordinated manner, is effective and pro-active, delivers services to customers and aims at high customers' satisfaction.
- Pro-actively coordinate with heads of department and develop logistics solutions, Infuse customer service satisfaction approach within the department, feed other departments with relevant logistics information and data useful to enhance in project deliverables.
Logistic/transportation is especially responsible for:
1. Transportation processing:
a. Remains updated with local transportation regulations.
b. Collecting transportation approvals as per local regulations.
i. Share transportation protocol with head departments.
ii. Receive loading plan on bi-weekly bases as per deadline in transportation protocol.
iii. Submit loading plan to SARC as per deadline in transportation protocol. Soft copy is sent to SARC with CD, DCD, LC and head requesting department in copy.
iv. Share loading plan with warehouse manager (Log Co and Support officer in copy), so he provides type and number of required trucks.
v. Collect verbal approval for loading plan on timely manner.
vi. At receipt of loading plan verbal approval:
1. Book trucks as per warehouse manager reply to loading plan.
2. Submit mission letters as per deadline in transportation protocol.
vii. Collect approved mission letters as per promised dead line in transportation protocol.
viii. Send approved mission letters to warehouse managers. With hard copy kept in file.
ix. By e-mail, share the list of approved (and not approved) mission letters as soon as mission letters are received back with head requesting departments, CD, DCD, Log Co, Support Officer, warehouse manager, field site coordinator and field site warehouse officer. Phone call for field site is requested if applicable.
x. Issuing and submitting mission letter report to SARAC on timely manner.
xi. Return conducted original mission letters back to SARC on timely manner. However, a copy is kept in file.
2. Participate in transportation bidding process/committee/analysis to select the competent transporter.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
At least Institute degree in one of the following field or related: Business/Trade, Supply Chain, and Management.
At least 2 years of experience in logistics and/or Supply Chain at officer level.
COMPUTER LITTERACY:
Excellent use of MS Excel and Word.
LANGUAGE SKILLS:
English Skills: (Able to read, analyze, and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
REASONING ABILITY / ORGANIZATION:
Outstanding organizational and problem-solving skills, analytic and pragmatic.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.
EDUCATION and/or EXPERIENCE:
At least Institute degree in one of the following field or related: Business/Trade, Supply Chain, and Management.
At least 2 years of experience in logistics and/or Supply Chain at officer level.
COMPUTER LITTERACY:
Excellent use of MS Excel and Word.
LANGUAGE SKILLS:
English Skills: (Able to read, analyze, and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
REASONING ABILITY / ORGANIZATION:
Outstanding organizational and problem-solving skills, analytic and pragmatic.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.
Salary and Benefits
TBC
About us
Humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.
Required employees number
1
Posted On
May 29, 2017
Expiry Date
Jun 09, 2017
Photo
Required
CV Language
English