Procurement and Logistics Officer

Country: Palestine

Base: Occupied Palestinian territory, Ramallah & Jerusalem Office

Reports to:Procurement & Logistics Manager

In Coordination with: HR & Admin Officer, Security Advisor, Procurement Officer and Logistics Assistant/Drivers

Responsible for:Implementation of WW-GVC Logistics and Procurement procedures

Job Description:

WeWorld-GVC (WW-GVC) 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.

Tasks and Responsibilities:

Fleet Management

• Supports the correct implementation of the WeWorld-GVC Driving Guidelines, ensuring that all tools/ safety equipment are available and documents are correctly produced and collected;
• Supervises and ensures that fleet rules are implemented, understood and respected on all bases;
• Ensures that the drivers have updated valid driving license and are all insured;
• Updates the Car Rental Company with the staff driver’s info;

• Collects and analyzes the cars’ logbooks on a weekly basis and compiles them in the fleet report to send to Procurement and Logistics Manager each Thursday afternoon;
• Coordinates and arranges work-related movements by taxi for national and international staff;
• Focal point for accidents, damage and any other activities related to the rented fleet across the mission;
• Monitors vehicles’ expenditures and performance (KPIs) and provides a monthly fleet report for WW-GVC Cars (yellow & green plates), based on usage, costs, maintenance, for analyses;
• Supervises the driver in Ramallah to conduct regular vehicle and motorbike checks for fleet in Ramallah/Jerusalem and follows up on services and maintenance for each rented vehicle/motorbike with the staff & the Car Rental Company;
• Supervises Logistics Assistants in the bases for following up on services and maintenance of the fleet in their respective bases;
• Ensures that fleet is allocated efficiently and responsible for preparing POs on a monthly basis for renting contracts;

• Responsible for following up on the car tracking system (GPS);

• Compiles all movement requests send by Logistics Assistants and Area Managers from field bases and PMs and Ops Team in Ramallah/Jerusalem and prepares a weekly movement pan to be sent to the Procurement and Logistics Manager each Wednesday afternoon for next week;

• Responsible for monitoring all vehicle movements on a daily basis;
• Assists in the hiring and check of new drivers;
• Identifies and organizes trainings for drivers;

Premises Management

• Base management - office and GH cleaning, maintenance, office supplies, communication and IT (internet, notebooks, printers, phones) in collaboration with the IT focal point;
• Management of all storage premises (warehouse, office, garage etc. if applicable);
• Manages all the logistic needs, including all contractual relations related to base rent, utilities and services on the base level, with specific reference to Jerusalem and Ramallah Office and Jerusalem and Ramallah Guesthouses and supervises filing and archiving of all related logistics documentation;
• Arranges for maintenance works to the premises, when needed and manages all related documentation, including all contractual relations;
• Ensures that spare keys to guesthouses and offices are kept in safe place with restricted access;
• Ensures efficient and adequate lodging premises for permanent or visiting staff, including its maintenance and equipment arrangements;
• Manages base support staff for Ramallah and Jerusalem Office (cleaners, housekeepers, guards if applicable);

Assets Management

• Management of all WeWorld assets on the mission, i.e. procurement (in cooperation with procurement officer, PMs and IT), coding, inventory, maintenance, disposal, follow up and handover process with all relevant documentation to be filled out each time there is receipt or dispatch of assets according to requests;
• Responsible for distribution and monitoring of existing assets/equipment of the office and field bases, according to operational needs;
• Responsible for maintaining updated asset inventory to be sent to the Procurement & Logistics Manager as part of the monthly log report;
• Responsible for planning of base equipment for the mission in cooperation with PMs, IT and Finance departments;
• Responsible for ensuring safe storage in locked and secure place of all assets (all assets centralized in Ramallah office and allocated according to needs);

Procurement/Stock Management

• Responsible for small logistics related purchases for the offices in Ramallah and Jerusalem;
• Replenishment and management of stock of consumables and stationery used in the office and keeping updated stock record;
• Handling of stock as per WeWorld Logistics Manual: Manages the stocks and the inventory of the premises (main office and field offices), with reference to furniture and equipment, keeping adequate documents and tracking, i.e. stock reports;
• Responsible for appropriate storing layout and organisation of the items on stock, their identification and safe storing;
• Ensure completeness, correctness and accurate links between actual material in stock and documentation;
• Prepares, processes and ensures proper archiving of stock documentation as per WeWorld Logistics Manual;
• Implementation of office costs monitoring system and input in logistics budget monitoring and planning (uses it to insure cost effectiveness) in cooperation with Line Manager and Finance department;

Coordination and Support

• Responsible for directly supervising the driver(s) in Ramallah/Jerusalem and the Logistics Assistants in the field bases;
• Coordinates with Area Managers from North and South offices;
• Supports Country Representatives and Country Management Team with any urgent logistics needs;
• Collects/delivers documents in relevant institutions both in Jerusalem and Ramallah (e.g. Banks, Post Offices, Bezeq, Ministries, Embassies and Consulates, etc.);
• Coordinates with the Operations Unit and program team to ensure supply chain is highly functioning and efficient ;
• Provides Input for Logistics costs of the mission;

Other

• Performs any other duty as required by the Line Manager or the Country Representative;

جميع الحقوق محفوظة لموقع جوبس.

Requirments:

• Bachelor’s Degree in Business Administration, Logistics, Supply Chain Management or a related field preferred, or equivalent combination of work experience and education. Diploma with the combination of work experience is acceptable
• Residence in Jerusalem or Ramallah
• Valid driving license (yellow plate cars is preferable) with a clean driving record
• Good knowledge in procurement guidelines and procedures
• Minimum 3 years of experience in logistics, including fleet management
• Minimum 2 years in a management position
• Flexibility, organizational and coordination skills

Excellent communication (oral and writing) skills in Arabic and English; Hebrew is a plus

Interested candidates should send their CV in English and Position in the email subject, to [email protected] no later than 02/04/2024