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Job Information Logistics and Supply Officer NGO Information
Contact Name HR
Contact Email
Job Information
Contract Duration 1 year
Governorate Baghdad
Job Shift Day
Nationality National
Working Hours Full Time
Posted 2022-01-10
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 3 Year
Required Travel 25%
Job Status
No Of Jobs 1
Published Date 2022-02-15
Deadline Date 2022-03-06
Location
[Baghdad,Iraq ]
Description

Logistics and Supply Officer

Baghdad

About Tdh

Terre des hommes Foundation – Helping children worldwide (Tdh), is the leading Swiss foundation for children’s aid, with its headquarters in Lausanne, and registered in Iraq with the No 2178598. Tdh aims to create a positive impact on children's lives in almost 40 countries around the world, through our Health, Access to Justice, Migration and Child Protection transversal programmes.

Tdh started its operations in Iraq in Dec 2014 responding to needs of children and youth between the age group of 9-22 years, affected by the ISIL -driven crisis of 2014-2017. Due to high unmet needs for children, youth, and their families affected by the crisis, Tdh scaled up its interventions to 12 districts within 5 governorates (Anbar, Kirkuk, Ninewa, Baghdad & Salah al-Din), providing assistance in child protection, juvenile justice, education and WASH assistance in emergency.

In the long-term, through its Multi-year Country Strategy 2022 – 2024 and its long term Vision for the Country Programme, Tdh plans to reinforce and expand interventions due to the persistent overwhelming needs of children, youth and families through a NEXUS approach, responding to the protracted humanitarian needs while contributing to achieving durable solutions for the most vulnerable and at-risk population groups in the sectors of Child Protection, Education, WASH and Access to Justice for children, youth and women.

As of November 2021, Tdh with its 90 staff employees, is currently implementing a 7,5 Million CHF emergency, rehabilitation, and development program, across the country through its bases and offices in Baghdad, Ninewa, Salah al-Din and Kirkuk governorates working alongside and in collaboration with local partners and national authorities. The main donors are USG, UNOCHA, ECHO, SDC, GIZ, UNICEF. The main coordination office is in Erbil with a multi-cultural, very experienced, and highly motivated team providing support, technical expertise and ensuring accountability, while working closely with the collaborators in the Regional office in Amman, Jordan and the Head Quarters (HQ) in Lausanne, Switzerland.

 

About the Job

Logistic and supply officer, under the supervision of Baghdad field coordinator the logistic and supply officer is responsible mainly on office supply chain and logistics.

S/he supports and implements logistics procedures respecting Tdh mandate and commitments and international standards.

The incumbent will conduct his or her duties in accordance with the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.

Terre des hommes expects its personnel to behave in accordance with local culture and traditions. The incumbent assures the moral protection of the name of Terre des hommes and upholds in all circumstances the interests of the organization.

Tdh intervenes without any affiliation to politics, religion or financial profit. The incumbent will direct his or her activities and engagements without preoccupation of political, racial or religious affiliation.

 

Main Responsibilities:

Procurement:

  • Draft, update, and follow-up the procurement plan for Baghdad base and purchase requests for the office.
  • Check all purchase requests received from the program departments before the validation of other signatories.
  • Support the project team with product price evaluation before input in the PSR.
  • Support the procurements requested from any other Tdh Base, when ever required.
  • Update the PSR follow up on weekly bases and share with the project team and Base manager to update them with PSR/s progress.
  • Ensure the implementation of Tdh procurement process.
  • Prepare and maintain all procurement files of Baghdad base chronologically and in organized manner.
  • Ensure that all required documents are placed in each purchase file as per archiving SOPs.
  • Periodic scanning of all closed purchase files for archiving.

Market Survey and Analysis

  • While strictly procurement procedures complete each procurement activity, ensuring the reception of supplies by the requester at his/her required destination.
  • Ensure that all request received are complete and have due validation before conducting market survey
  • Register every purchase request in purchase follow up as soon as it arrives at your desk.
  • Prepare quotation requests/ call for quotations and conduct market survey.
  • Based on the survey, draft comparative bid analysis for cost , delivery terms, payment terms and conditions and other associate conditions including sample analysis where applicable, essential for the selection of right supplier(s).
  • After the validation of draft by the line manager, having it approved as per applied procurement procedures.
  • make sure to sign framework agreements with suppliers for the main markets that Tdh use in Baghdad.

 

Purchase Order and Contracts

  • Responsible on creating Framework agreements, supply or service contracts as the procurement process requires.
  • Ensure the accurate and proper information input in the contracts in line with CBA and QRs.
  • Prepare purchase order and draft contracts for the selected supplier.
  • Get POs and contracts validated as per procedure and get respective documents signed by the supplier
  • Follow up on placed order to ensure that quality and delivery time is respected by the supplier.
  • Coordinate with relevant staff, transporter and supplier for timely delivery of supplier at requested destination.
  • In case of questions on quality or quantity or other terms defined in the PO/contract by the supplier, inform line manager and communicate with supplier for appropriate solution.
  • Ensure proper archiving for all the procurement files, hard and electronic copy, on share drive.

Team Management

  • Manage a logistic assistant and drivers to ensure team work complies with Tdh logistic and procurement policies.
  • Train and coach the logistic team to ensure appliance of logistic procedures of certain tasks such as: fleet management, premises, store and equipment safely maintained and managed.

Payment Process

  • After successful delivery confirmed by the proof of delivery/goods reception at destination being focal person of supply, process the invoices for the payment while ensuring that:
  • Purchase file is fully complete and contains as required documents as per procurement procedure.
  • Invoiced amount is corresponding to the purchase order/contract value and terms.
  • Ensure the validated invoice with required supporting documents submitted to finance.
  • Follow up on the payment till the payment is done.

Reporting

  • On Monthly bases update the PSR follow up and share with the line manage, ensure accurate and complete information are input
  • On Monthly bases update the Contracts follow up and share with the line manage, ensure accurate and complete information are input
  • On Monthly bases update the procurement plan for all the grants in the base.
  • On Monthly bases update and fill in the supply part for the base log Sitrip report.
  • For all high amount of procurement, report to and coordinate with the Senior Supply Manager.

Other

  • Fleet management.
  • Stock and store management
  • Premises maintenance
  • Equipment management
  • And others when required.
Qualifications & Preferred Skills

Qualifications Requested

  • Professional diploma or university degree.
  • At least 3 years experience in similar position.
  • Advance IT knowledge (hardware and software, Microsoft Office, Internet).
  • Previous experience in emergency response is appreciated

Skills:

  • Required qualities: organized, sense of human relations, diplomacy, communication skills.
  • Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context.

Languages:

  • Fluent in English and Arabic (written and spoken).
  • Knowledge of the Iraqi existing context would be a distinct advantage.

 

Values:

The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programme implementation.

S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.

 

How To Apply

Application should contain the following two attachments:

 

CV/Resume.

Cover letter

Application should be submitted to irq.bgd.recruitment@tdh.ch by MENTIONING THE EXACT SUBJECT (Logistic and Supply Officer), Otherwise the applicant will be disregarded.

Any CV shared by a link will be disregarded,

Deadline of application is 06-Mar2022

 

//Only short-listed candidates will be contacted.

 

Due to urgency of this position we may close application when having full number of applicants.

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