Supply Officer

Job Description

Action Against Hunger(ACF)ÿis an international non-governmental organization working in more than 40 countriesin the fields of nutrition, food security and livelihoods, water sanitation and hygiene, and care practices. ACF is looking for its program in Jordan forÿSupply OfficerWorkplace:Amman with 40 ? 50% travel to bases (Irbid and Azraq) on weekly basisOverview:ÿThe main objective of the position is to carry out procurement processes of supplies, work /services for the ACF Jordan Mission including low and medium value purchases.This position will be under the management of the coordination office in Amman with weekly presence (40 to 50% of time) in other ACF offices in Irbid and Azraq to support field operations and procurement. Under the supervision of the Supply Manager. He/she will be also responsible of the follow up of all purchase and the Implementation of the contract from the signature to the final payment.ÿResponsibilities:Objective: Review and prepare all documentation during the procurement process

• Review and confirm all procurement request before processing;
• Coordinate with requesters during request preparation;
• Ensure that Purchase Requests include all required specifications and supporting documents;
• Process Requests at Amman office and Upper Base Procurement Request (UBPR) received from Base.
• Support the Base Procurement /ÿon Negotiated Procedure Process when necessary
• Prepare request for quotation and monitor bid reception;
• Prepare assessment table and get approval according to ACF policies
• Prepare purchase contract or SPO, collect approval and send out to supplier;
• Anticipate the different markets and procedures to be respected according to ACF procedures as well for specific donors;
• Together with the Supply Manager, identify all Framework Agreements that needs to be produced at Missionÿlevel to ease purchases and reactivity;
• Support Supply Manager in conducting market assessments and ÿprequalification of suppliers
• Support Supply Manager / Log HOD in preparing PPP and Supply Plan for Mission when needed

Objective 2: Follow up on all Purchase Requests and contract implementation

• Update Procurement & Contract Follow Up tools;
• Liaise with contractors/suppliers to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to Contractor and Requester any deviation from the initial contract.
• Organise any required meeting between supplier and ACF regarding contract implementation.

Objective 3: Ensure compliance to the contract by ACF and Contractor:

• Ensure that all documentation required as per contract is provided by both parties;
• Liaise with Supplier / Contractor and ACF Field officer for delivery / transportation
• Collect and review all delivery documentation;
• Prepare payment transaction with all supporting documents after delivery;
• Ensure that payment is done according to contract terms and in accordance with ACF policies

Objective 4: Manage suppliers file and database:

• Carry out market and supplier survey when needed based on Procurement plans ;
• Update suppliersÿlist and master file for Jordan office ;
• Prepare supplier evaluation document for Log HOD/ Supply Manager approval for pre-qualification as needed

Objective 5: Ensure regular and proper filing of Purchase Dossier and Payments :

• Keep record of physical file for all Requests, Contracts/SPOs processed in Jordan
• Ensure all the necessary documents are uploaded on online procurement system ?Link?
• Carry out the progress and temporary filing of ongoing purchase;
• Carry out the final and permanent filing of the complete and closed procurement file;
• Provide purchase dossier for any audit purpose
• Ensure Payments are submitted in timely manner to Finance
• Follow-up with Finance for payment release

Objective 6: Ensure adherence to Action against Hunger gender requirements

• Commit and comply with the organization gender, age and diversity principles & policies (working with people, communication)
• Support on the implementation and the promotion of gender, age and diversity principles through daily activities and or through the management of their teams (Managing performance & development)

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