Logistics & Procurement Administrator

Overview

USAID’s Momentum Country and Global Leadership (MCGL) award is a USAID-funded global award, that works in tandem with country governments and local nongovernmental organizations to provide targeted technical and capacity strengthening assistance and contribute to the global technical leadership and policy dialogue on improving measurable outcomes for maternal, reproductive, newborn and child health, and voluntary family planning. MCGL in Jordan seeks an HR Officer for a USAID family planning program in Jordan. The MCGL Jordan program will provide support to the USAID/Jordan-funded Government to Government Partnership for Health in Family Planning (PHFP) program, led by the Ministry of Health (MOH), with aims to promote and provide quality family planning services to the population of Jordan.

Work closely with the Sr. Finance & Administration Manager, the Procurement and Logistics Officer is responsible for the management of all project procurements and assists with processing service contracts, leases and rental agreements. Coordinates logistics and travel arrangements and supports project trainings, workshops, meetings and surveys in the field in full compliance with donor guidelines and Jhpiego policies and procedures.

Responsibilities

Procurement

• Serve as a Procurement Officer for the project, assuring all sub-contracts, consultant and other service contracts, and purchase orders awarded by the project are in compliance with Jhpiego Procurement Policy for International Offices and USAID rules and regulations.
• Identify vendors for office lease, utilities, furniture, equipment, programmatic supplies and other necessary office services in accordance with Jhpiego procurement procedures and in consultation with the Sr. Finance and Administration Manager
• Execute procurement tasks for all procuring equipment and services (hotel, airline tickets, etc.).
• Coordinate procurement requests ensuring sufficient clarity on specifications given for goods and services. Confirm any other relevant information from requestors and seek recommendation from regional or head office IT support team members for related IT goods.
• Coordinate and ensure that all project related purchases are reviewed and approved in accordance with the USAID and Jhpiego regulations
• Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible by managers.
• Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO. Furthermore ensure quality and opportune delivery of purchased goods/services.
• Responsible for project property control and inventory management; keeps records of controlled and managed equipment in Jhpiego system
• Act as the property control officer (asset moved, asset lost, asset on loan, etc.) and responsible for proper recording of the project office assets.
• Responsible for asset disposal management as appropriate.

Logistics

• Oversee payment preparation and documentation and liaise closely with the finance team concerning payment of purchased and delivered goods and services.
• Assist with processing and maintenance of encumbrances (Fee for Service Contracts, Lease Agreements, Rental Agreements, etc).
• Coordinate logistics planning and administration for travel, accommodation, and per diem for in-country conferences, meetings, and study tours.
• Support in-country project meetings, workshops and surveys. This may include booking rooms, coordinating schedules, issuing and tracking meeting invitations, preparing meeting agendas and supporting materials, and preparing meeting notes, as well as dispersing funds in the field.
• Provide high quality document formatting and production assistance.
• Managing and arranging for the domestic travel.
• Other general administrative duties as assigned.

Required Qualifications

• University degree in Business Administration or Management.
• At least five (5) years’ experience in administration of large programs with an international organization
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Sensitivity to working with multi-cultural groups
• Experience working on projects funded by international donors, including experience in developing and managing programs and budgets
• Proficiency in computer skills including demonstrated hands on-experience with MS Word, MS Power Point, MS Access and MS Excel.
• Good oral and written communication skills to effectively communicate findings and analyses
• Excellent organizational skills
• Good understanding of USAID rules and regulations
• Ability to work in a complex environment charged with multiple tasks, short deadlines and intense pressure to perform;
• Motivated, passionate, and hard working.
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Ability to develop productive working relationships with counterparts in other agencies and organizations worldwide
• Ability to handle a variety of assignments under pressure of deadlines