1. Procurement :

• Managing Tender Inbox:
• In collaboration with the Senior Logistics Manager and Logistics (Senior) Officer, prepare Tender documents
• Ensure 100% of the documentation is correctly filed in hard-copy and electronic-copy and the Bid register ready with each opening session.
• Supporting the Logistics (Senior) Officer for their area in the preparation and follow up of all ongoing procurement.
• Maintaining the Supplier Database (PRO-03.1) for ACTED Syria, identifying new sources for common commodities.
• Preparing purchase documents (PMs/POs/Contracts) for purchases for review by the procurement committee.
• Ensure 100% of procurement documentation is correctly filed in hard-copy and electronic-copy and registered on the Order Form Follow-Up (OFFU).
• On occasion the Logistics Assistant (Amman) may be requested to provide procurement support to other Areas of ACTED Syria.

2. Stock

• Review Stock receptions and completion certificates for contracts inside Syria, ensuring that adequate proof of completion and stock receptions are prepared in advance of payment.
• Check all the WASH payments each month and submitted to finance in a hard copy, also update the WASH tracker each month.
• Create separate folders for each reporting documents and file 100% of hard-copy documentation for each procurement.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s database.
• Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules.
• Assists Logistics department as needed on administrative tasks such as printing and scanning Logistics documents.
• Support logistics team in handling the tender process.
• Prepare tender opening folders with all updated offers. prior to tender opening day
• Register 100% of new orders on the Capital Order Form Follow-Up (OFFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
• Participate in other reporting upon delegation of his/her manager.
• Supplier’s screening.

3. Filing

4. Reporting

Key Performance Indicators

the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

• % success rate of daily tasks on time
• % of tasks achieved in a timely manner;
• % of reports submitted in a timely manner;
• Number of folders prepared
• Number of successful procurements under his/her direct responsibility completed & delivered on-time, in-full
• Accuracy of logistics OFFU, WASH trackers & TITANIC report
• General conclusion of internal audit reports on logistics aspects assigned to the Logistics Assistant (% compliance incidents compared to ACTED Logistics Manual and procedures)