1.     Procurement

·       Work on procurement processes at all thresholds ensuring they are conducted transparently, competitively, and in accordance with applicable procedures.

·       Receive logistics and program requests in the WMR system, consolidate them, and follow up on implementation.

·       Prepare and send out quotation forms; collect and review quotations.

·       Prepare bid evaluation reports and bid comparison tables; obtain necessary approvals from committee members.

·       Manage the tender process: distribute RFQs to shortlisted suppliers, receive bids, and support evaluation committees.

·       Draft tender notices and contracts and submit them to the Senior Procurement Officer for review.

·       Organize and archive all procurement and tender documentation;

·       Communicate with suppliers for clarifications, negotiations, and contracting.

·       Maintain and regularly update the PRF/order follow-up tracker.

·       Coordinate with the warehouse and program teams to ensure delivery and receipt of requested items.

·       Maintain and update the vendor database and log supplier performance and incidents.

·       Communicate with program departments for clarifications on specifications, delays, or deliveries.

·       Liaise with the finance department regarding payment processing and procurement document archiving.

2.     Warehouse management:

·       Maintain accurate records of all incoming and outgoing stock.

·       Conduct regular physical inventory checks and reconcile with system records.

·       Prepare and update stock cards and warehouse registers.

·       Ensure all warehouse transactions are supported by proper documentation (GRN, Waybills, etc.).

·       Coordinate with procurement and program teams for delivery schedules.

·       Verify quantity and quality of received goods against delivery notes and purchase orders.

·       Ensure the warehouse is clean, organized, and secure at all times.

·       Responsible for any stock space in Aleppo office.

•    Support loading/unloading activities and supervise casual labor when needed.

3.     Base Management:

·       Ensures a safe, comfortable, efficient and cost-effective use of the premises meeting the standards as per PIN RDD Logistics Handbook;

·       Making sure all fees related to running the premises are paid on time or prepaid

·       Conducting basic maintenance, or arrangement of maintenance and its expenses;

·       Arranging drinking water and timely replenishment of filters of 7 stages filter.

·       Management of stock of consumables and stationery used in the office and guesthouses.

·       Ensure periodic maintenance of generators in Aleppo premises.

·       Tracking of generators and Fuel usage by using the Electronic Logbook application in Aleppo premises.

·       Carry out small purchases through Cash Advances.

·       Supervising filing and archiving of the premise’s logistics documentation.

·       Supervising cleaners and providing support to them.

4.     Assets Management:

·       Registering new assets in Navision;

·       Keeping track of assets movement;

·       Conducting bi-annual and annual inventory of assets by coordinating with senior Officer.

·       Coordination disposal of Assets.

·       Filling and archiving Assets related documents - liability agreements, discarding protocols, inventories, etc.

5.     Other Duties

·       Managing logistics and procurement team in Aleppo Office.

·       Support daily IT tasks in the Aleppo Office and ensure the smooth functioning of computers, software, network connectivity, and office IT equipment.

·       Backup for Fleet Officer regarding the Aleppo fleet.

·       Perform other tasks assigned by the Line Manager based on the mission needs, programs, and projects.

·       Provide full or partial coverage for colleagues during their absence, as assigned by the Line Manager.

·       Understand and adhere to the mission’s National Staff Handbook, PIN Code of Conduct, PIN Key Policies, and relevant guidelines.