Job description
Responsible for supply/ logistics planning through coordination with PMs relevant units. Provides technical advice on selection, specifications and logistics arrangements facilitating efficient procurement, clearance, storage and distribution of supplies and equipment in support of the programme implementation.
- Act as INTERSOS shipment officer; make sure shipments are organized in time and according to the right procedures, taking into account international, national and customs regulations; follow up shipments and communicate schedules with consignees.
- Identify and purchase to suppliers for all kind of markets related to INTERSOS’s activities and needs and select the most interesting suppliers through information gathered from previous purchases, program teams, other NGOs.
- Take part in the analysis of the local purchasing environment;
- Identify the procurement procedure for each request according to INTERSOS ’s internal rules;
- Collect/draft all necessary documents (Excel and Word), print and gather them as a consistent procurement file and coordinate with the logistics coordinator & Admin Officer for validation and payment;
- Follow up purchases from request to payment and delivery;
- Guarantee the quality and quantity of the purchased items according to the requester’s specifications and personal knowledge;
- Archive and centralize procurement files in dedicated folders when they are complete, scan documents and archive digital versions on computer;
- Ensure that the format and information on quotes and invoices comply with regulations;
- Ensure compliance with administrative procedures for the management of advances and payment of suppliers;
- Identify suppliers, and collect quotations, negotiate good prices and conditions etc. according to INTERSOS needs in the (operation, office, guest house);
- Deliver goods to logistics department upon return and give feedback to logistics coordinator and other departments regarding purchased done and pending ones;
- Provide the line manager a weekly activity report and forecast related to the weekly objectives achieved every Thursday evening;
- Any other tasks not listed above in order to support and improve.
- Report achievements and difficulties and give suggestions to improve procurement process;
- Any other tasks not listed above in order to support and improve.
Qualifications & Preferred Skills
- Professional qualification in logistics or training in Supply Chain Management, Business Management or a related field;
- Strong working knowledge of English, Kurdish, Arabic (spoken and written);
- Good computer knowledge: Microsoft Word, Excel, PowerPoint
- Previous experience in logistics or administration, in procurement or contract management;
- Experience of logistics in a cross-cultural, challenging environment;
- Advanced planning, coordination, analytical and problem solving skills;
- Capacity to work under pressure and to tight deadlines;
- Creative, open-minded, flexible, self-learner;
- Diplomatic, especially for working with authorities and suppliers;
- Good negotiations skills.
