Duties and Responsibilities

1. Procurement

•            Supporting the logistics Assitants for their area in the preparation and follow-up of all ongoing procurement.

•            Maintaining the Supplier Database (PRO-03.1) for ACTED Syria, collecting documentation identifying new sources for common commodities and collecting appropriate documentation.

•            Participate in collection of Quotations, responsible of the compliance and transparency of the documentation and process.

•            Preparing purchase documents (Procurement Memos / Purchase Orders / Contracts) for purchases for review by the procurement committee.

•            Participate in the coordination of technical checks, could be mobilized in the technical check process as a witness and responsible of signing documentation.

•            Collect documentation for procurement reception/completion such as Stock Reception, Completion Certificate and Waybill.

2. Fleet

•            Follow ACTED safety and security guidelines for drivers, transportation and tracking;

•            Organise driver’s trips and passenger’s transportation according to the needs of the mission, and set daily fleet plan, and share it with relevant teams.

•            Monitor, track and report all movements via regular communication with drivers;

•            Ensuring and checking that the standard services for vehicles are scheduled and carried out, as well as the Maintenance Follow Up Form filled on 3 months basis.

•            Supervising and ensuring that all movements are realized timely according to requests;

•            Ensure that Drivers motivation is high and working conditions are appropriate.

•            Ensure fairness in the trips repartition within the driver according to the process in place

•            Ensure that the driver have access to proper premises when they are on stand-by. 

3. Warehouse /Stock Management and Asset Management 

•            Conduct regular physical inventory of the stock and assets.

•            Realize him/herself preventive maintenance activities, or follow up maintenance activities with suppliers, on the generators and all non-IT assets as per planning;

•            Realize assessments and curative maintenance of assets if needed;

•            Check the fuel quantity stored for generator in base. Inform his/her line manager to submit Order Form for refill;

•            Check regularly and take picture of the hours’ meters of the generators.Solve all issues or propose solution for problems related to day to day operational issues (generator breaks, shortage in supplies, shortage of fuel  etc);

4. Filing and Reporting

•            For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced are electronically filed in the correct location on the server.

•            Records the progress in the Order Form Follow-Up of each procurement until the completed file is transferred to Finance for payment.

•            Check and scan monthly all Driver's log books, Generator log book ,Stock Cards, Stock In, Stock Out, Waybills 

•            Report without delay any issues and/or blocking points to his/her line manager.