Logistics Coordinator (LC) (Head of Logistics Department)

Department: Logistics

Reports to: Country Representative (CR)

Duty Station: Ramallah with travels to bases when required

WeWorld (WW) is an independent Italian organization emerged from the union between GVC NGO (constituted in Bologna in 1971) and WeWorld (founded in Milan in 1999), with the aim of increasing the impact of Development Cooperation and Humanitarian Aid projects in 29 countries, including Italy.

Under the supervision of the CR the LC is responsible for supervision and support to the Logistics Department in the management & coordination of procurement and other logistics tasks.  

Procurement:

• Review of all procurement documentation at certain thresholds including Invitation to Bids (to tender) and contracts & Addendums.
• Supervise the execution of all procurement procedures/activities from A-Z and ensure that all procurement procedures are carried out in accordance with to WW procurement procedures manual, SOP and donor guidelines.
• Responsible for the direct execution of some local and international tenders at each step of procurement procedure.
• Responsible for the implementation and management of a procurement follow up tool and tracking system, and ensure workloads are fair between the team and ensure adequate tracking of all orders. Share the tracker with program teams weekly.
• Responsible for the implementation and management of the Contract Follow up - Liaise with Finance Department on weekly basis to manage and track all contracts payments in accordance with procedure and share updated payment and procurement tracking sheets with other program / request departments.
• Deploy a clear new process for ongoing Market Assessments and due diligence processes aimed at identifying pre-qualified contractors and suppliers. Expand the existing vendor database suing these results from MA. Brief all Log staff on this and monitor their work.
• Responsible to analyse re-occurring needs and the market availability and launch and contract WW- general FWA’s to be used my multiple projects.
• Responsible to ensure full Archive requirements for procurement as per Global SOP is standardised and working well in the mission (including hard copy and soft copy). Conduct regular sport checks and deploy mechanism to ensure all projects procurement is 100% accurate in archiving and ready for audit.
• Support the coordination of complicated procurement processes being implemented as part of the Gaza emergency response, working with the Country Management Team unit to offer logistical support where needed.

General Coordination of the team/ Capacity Building:

• Act as the focal point for all challenges/ support requests that come up on adhoc basic from log officers.
• Receive requests from PM’s to solve any issues relating to procurement or other bottlenecks on adhoc basis in line with global procurement sop and best practices
• Interact with the base logisticians on daily basis to ensure smooth coordination between bases and common objectives
• Conduct regular workshops/ small trainings on specific procurement and logistics tasks for the whole team
• Hold weekly meetings with the full Logistics team for coordination and information-sharing purposes.
• Be the focal point for any audit or spot checking of documents required and ensure all logistics outputs are met by specific deadlines. Brief the team and set up schedules of work for audit prep where required.
• Support the Country Representatives/ Head Quarters team in other adhoc tasks to increase efficiencies for the team
• Maintain the accuracy and organisation of the oPt SharePoint filing system & control access.

HR Management

• Supervises, supports and evaluates the performance of logistics and procurement staff in Ramallah, Hebron and Tubas (Line manager to 3-6 staff).
• Defines objectives and work plans for all supervised staff on a regular basis.
• Defines and follow-up capacity building plans for each supervised staff and provides training, coaching and mentoring.

Other Logistics (Ware Housing, Fleet, Assets & Premises Management)

• Ensure weekly movement requests are being completed at each base and ensure overall optimization of the fleet
• Implement robust fleet management systems and ensure all staff are aware of SOP and new processes
• Ensure all base premise management is appropriately manged (including GH’s and office) and ensure clear process for operational cost management
• Ensure the asset database is managed appropriately and centralized at Ramallah s level with inputs from Base Logs. Ensure all assets are logged and filed appropriately in SharePoint.
• Establish basic WH / Inventory activities and SOP’s in case of future WH activities

Gaza Support

• Support the Country Management Team, Emergency Unit and Gaza team in any adhoc support as needed for the ongoing crisis.
• Support emergency contingency efforts

The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager and HQ procurement unit.

جميع الحقوق محفوظة لموقع جوبس.

Requirements:

• Degrees/qualifications in logistics, trading, international relationships, law, project management, engineering;
• Minimum 2 years of proved managerial level experience in procurement and logistics in profit or non-profit sector, with knowledge of restricted and open tender procedures, work contracts, service and supply contracts;
• Previous experience in NGO;
• Good knowledge of the social and economic Palestinian context and the Palestinian market;
• Excellent knowledge of written and spoken English and Arabic;

Quality required:

• Excellent team spirit, high ethical standards and coordination and communication skills;
• Analytical and strategical thinking skills;
• Excellent time management and capacity to meet the deadlines;
• Flexibility and capacity to work in a complex environment;
• Pro-activity and problem-solving attitude;
• Capacity to work under pressure;

Interested candidates should send their CV, in English and Position in the email subject, to [email protected] no later than 6th of Jan 2024

Only shortlisted candidates will be contacted.