Purchase & Facility Officer

Handicap International (which runs projects under its operating name, Humanity & Inclusion - HI -), is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations.

OBJECTIVE OF THE POSITION:

Reporting to the Mission Logistics manager, the Purchase & Facility Officer ensures the efficient management of purchases for the country under his or her responsibility. He or she is the point person for the country Logistics Manager and as such informs him or her of any problems that fall within his or her remit and suggests solutions. He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.

Responsibilities:

Responsibility 1: Procurement and Supply Chain Management:

Aim: To guarantee the optimization of the mission resources through the process that consists of acquiring goods, services, materials, or works from third parties. 

Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team's satisfaction with the management of supplies.

Activities:

• Make sure to always consider value for money having in mind quality and sustainability of the goods;
• Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc.);
• Process the orders and ensure their follow-up, provide feedback to the applicant and inform his/her manager in case of problem;
• Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities;
• Ensure the adequate filling of purchases files: signatures, presence and validity of the documents;
• Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers;
• Ensure proper follow up of services contracts.

Responsibility 2: Fleet Management:

Aim: To provide safe and suitable means of transport for the smooth running of activities.

Benchmarks: suitability of means of transport to the programme context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle utilization rate and respect for user schedule; quality of the fuel supply contract; user satisfaction.

Activities:

• Follow up the implementation of the rules governing the use of vehicles and movement transport management procedures and ensure its reinforcement in the mission;
• Prepare and define the weekly mission's travel requirements;
• Ensure the vehicle online reports to match with each vehicle log book, then send reports to the line manager;
• Control the applying of the log team the fleet monitoring tools in the mission;
• Supervise the implementation of preventive and curative maintenance work with the car rental companies in link with the Driver;
• Manage and follow up the transport service contracts and ensure proper documentation available in the transport means;
• Ensure adequate communication with car rental and fuel suppliers;
• Support the Driver to organize and follow up the transportation of the goods;
• Make sure all drivers know the roads, use secure roads and respect the security driving rules;
• Ensure any required training for driver, HI principles, driving….

Responsibility 3: In charge of the General Services (Expatriate Staff Accommodation, Offices, and Guest Houses facilities):

Aim: To provide the teams with comfortable living premises and preventing risk.

Benchmarks: the security of the premises; the suitability of the choice of premises and the quality of their management.

Activities:

• Participate in defining the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises;
• Ensure that Premises meet the minimum safety and security requirements and analyse the guarantees of insurance after seeking advice from his/her manager;
• Ensure collective rules for the use of the premises are applied;
• Ensure the proper follow up of premises contracts;
• Supervise the overall maintenance of the HI premises.

Responsibility 4: Manage the Organization of Seminar, Meeting and Travel:

Aim: Ensure the quality of logistics to help the visitors, consultants and project team focus on the support mission and activities objectives.

Benchmarks: visitors, attendees, project team feedback on level of satisfaction with travel arrangement and seminar logistics organization.

Activities:

• Organize travel, visa and accommodation arrangement according to the travel plan/form and coordinate with mission sites for the necessary arrangements from their side, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when needed;
• Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant;
• Ensuring the booking of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file.

Responsibility 5: Facilitation of the profession sector:

• Participates in the facilitation of the organization’s profession sector (community of practice)

Responsibility 6: Emergency Preparedness and Response Responsibilities:

• Leads the emergency preparedness actions in his/her department and, in case of emergency, reorganizes the priorities of his/her team according to the humanitarian imperative, in order to ensure HI’s quick and efficient response.

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager. Working in different field bases is needed.

جميع الحقوق محفوظة لموقع جوبس.

• Bachelor’s degree in Business Administration/Logistics Administration/ Supply Management.
• Previous experience in INGO (At least 1-3 Years in the logistics/Admin field)
• Fluent in English, French is a plus
• Good capacity in team work
• Strong organizational skills and Time management skills
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office and data entry software.
• Problem-solving skills.
• Good negotiation skills.
• Reporting skills and ability to analyze Information

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Initial contract will be for a period up to 12 months.

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

Interested candidates should fill out the form Purchase & Facility Officer and submit their resume with a motivation letter to reach on or before April 14, 2024. Incomplete applications or applications received after the deadline will be disregarded.

Qualified candidates are encouraged to apply and those shortlisted will be contacted.