List of tasks assignee

Procurement and Vendor Management (60%):

• Document Preparation: Draft and prepare all procurement documentation (Purchase Requests, Single Quotes, Bid Analysis, and Purchase Orders) in strict accordance with the UPP Procurement Manual and donor procedures.

• Field Procurement Execution: Execute day-to-day field-level procurement activities, including direct purchases, routine calls for quotations, and collection of financial/technical offers.

• Compliance Review: Conduct initial compliance and completeness checks on all logistics and procurement files before submitting them to the Logistics Supervisor for final verification.

• Sourcing and Market Assessment: Support the Logistics Supervisor in conducting market assessments and identifying reliable local suppliers within the Aleppo Governorate.

• Vendor Database Support: Assist in maintaining and updating the pre-qualified vendor list and collecting necessary compliance documents from suppliers during the pre-qualification process.

• Technical Liaison: Assist project teams in drafting technical specifications and Bills of Quantities (BoQs) for routine requests.

• Payment Formalities: Compile, organize, and submit complete procurement files to the Administration/Finance department for payment processing after supervisor revision.

• Event Logistics: Provide direct logistical support for program events, workshops, and conferences, including booking venues, arranging refreshments, and managing stationery supplies.

2. Warehousing and Asset Management (20%)

• Daily Warehouse Operations: Execute routine warehouse procedures, including the physical reception, quality/quantity inspection, proper storage, and labelling of incoming medical and non-medical deliveries.

• Inventory Control: Maintain accurate, real-time tracking of stock movements (Goods Received Notes, Stock Cards, and packing lists) using UPP standard templates.

• Physical Verifications: Conduct monthly physical stock counts and asset verifications at UPP premises and guest houses, reporting any discrepancies to the Logistics Supervisor.

• Shipment Coordination: Facilitate the dispatch and end-to-end transport of items to partner health facilities, ensuring all cargo is accompanied by verified waybills and donation certificates.

• Partner Support: Act as the field-level focal point to support partner organization warehouse staff in executing standard inventory tracking methods.

3. Premises and Facilities Management (20%)

• Premises Maintenance: Monitor the daily operational status of UPP Aleppo offices and Guest Houses (GH), tracking utility needs.

• Health facilities requirements: ensure the health facilities needs are addressed with technical teams and program.

• Living Conditions Support: Report facility maintenance needs immediately and coordinate with local technicians (plumbers, electricians, handymen) to ensure comfortable and safe living conditions for staff.

• Archiving and Filing: Maintain a flawless, organized digital and physical archiving system for all completed logistics, procurement, and facility maintenance files.

Other additional tasks:

• Support other tasks as required, and any other related duties assigned by the line manager.

• Support the Amuda and Damascus offices when necessary