وظائف ادارية شاغرة لدى منظمة اكتد الفرنسية في الاردن

 

تعلن منظمة اكتد الفرنسية عن حاجتها الى :

1-Security/Fleet Assistant

STANDARD TERMS OF REFERENCE SECURITY & FLEET ASSISTANT WHOLE OF SYRIA/AMMAN
Assignment Under the supervision of the Country Security Manager, the Security & Fleet Assistant is the focal point of ACTED WoS  in Amman. He is also responsible for following up with the security situation in Amman and Jordan. Under the supervision of the Country Logistics Manager, the Security & Fleet Assistant is the focal point of all transportation arrangements for ACTED WoS in Amman
accountable to: Under the authority of: Country Security Manager Country Logistics Manager Responsible for: Maintain safe and secure environment for ACTED staff and premises in Amman. Fleet management	Working Relations Internal Relations CSM, CLM, CLO, CD, DCDs, Drivers, and ACTED WoS Staff External Relations: ·        NGOs security focal points ·        Local authorities

Responsibilities and Functions Security Following up with the security situation of Jordan, analyzing it, and specifying its impact on ACTED Whole of Syria, and issuing security updates and recommendations accordingly.   Sending a weekly security report, which summarizes the major security developments in Jordan and their impact on ACTED, and ACTED reactions towards these developments. Assisting the Country Security manager in updating Security documents for ACTED WoS. Giving cover to the Country Security Manager and helping him in communicating with ACTED WoS security focal points in Northwestern Syria  and Northeastern Syria. In collaboration with the Country Security Manager, ensuring that all new staff have received safety and security induction. Under the supervision of the Country Security Manager, carrying out regular MOSS self-Assessments for ACTED WoS premises, discovering gaps. If any, making suggestions for security upgrade. Full supervision of visitors access control measures. Making sure of the validity of safety equipment in ACTED premises, especially fire extinguishers. Sending ad-hoc emails and SMS security updates and advisories to ACTED WoS national and international staff in Jordan. Participating in security coordination meetings and security briefings. Drafting SIRs (Security Incident Report). Fleet Movement planning:  develop the weekly movement plan, which will be approved by the Country Logistics Manager. Direct line management of drivers, including plan the shifts of each driver, using the Drivers Duty Schedule form on a weekly basis. Review Motorized Asset Maintenance Checklist, and arrange repairs in coordination with ACTED’s Logistics Department. Ensure all ACTED vehicles will be equipped with the necessary safety items, including functioning seatbelts (front and rear), first aid kits, fire extinguisher and spare tire, check that these safety items are functional and in good condition on a weekly basis, and raise orders with Logistics in case of any missing/non-functional items. Ensure that the protocols regarding transport safety as defined in the Country Security Plan are being followed. Develop and maintain accident management kit, to be placed in the compartment of each vehicle, advising employees of the procedures to be followed in the event of an accident. Ensure accurate filing and documentation records are maintained for each vehicle, in-line with ACTED Logistics Manual and in accordance with legal requirements in Jordan. Prepare monthly documentation (using Fuel Slips and payment documents) to request fuel payments, as well as car washing, airport parking, staff transport reimbursements, or other Fleet activities, through ACTED’s Logistics Department. Monitor drivers’ daily usage of Logbooks.  Provide all Logbooks to ACTED’s Logistics Department (monthly) and ensure accurate paper and electronic filing. Nature of the Job Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice hours are variable depending on the needs of the project(s).  Working hours can range from 6am until 6pm, seven days per week, can be on a shift or fixed pattern.  Working hours can extend before or after these hours if required in exceptional circumstances. Working days can include public holidays.  Although no staff are required to work during this period the needs remain and flexibility is appreciated.  In particular, the Security and Fleet Assistant may on occasion may on occasion work outside normal hours to support transport coordination (Sunday-Thursday, or occasional weekends with the prior approval of the Country Security Manager, HR Manager and Coordination). Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures. Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of the Program.  These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination. Qualifications and requirements Native Arabic speaker Advanced English (both spoken and written) Having NGO background and experience, preferably in security and logistics University education Highly familiar with the security and geographical environment of Jordan and Syria Advanced computer skills Advanced analytical and reporting skills Experience and qualifications in one of the following areas would be an advantage:  mechanics, vehicle maintenance, engineering للتقديم من هنا

2- Logistics Officer

Job Description Logistics Officer NES
Assignment Under the supervision of the Country Logistic Manager, the Logistics Officer (NES) is responsible for overall supervision of the Logistic function (including Assets, Fleet, Procurement, Staff, and Stock Management) for ACTED’s intervention in North East Syria (NES). He/she will be responsible for coordinating, following up, and reporting to Coordination and Project Managers on the full procurement cycle for NES, in line with ACTED’s Logistics Manual and category- and Area-specific SOPs.  He/she will ensure all procurement plans are up-to-date and authorized, maintain the NES supplier database (in collaboration with logistics staff in NES), and ensure that 100% of suppliers (under all Scenario D, E, and F budget lines) are subject to anti-terrorism screening prior to contracting. He/she will be directly responsible for sensitive, high-value procurement in NES.  In addition, he/she will act as a focal point for ACTED’s Implementing Partners, and provide technical support to the Area Logistics Officer and Logistics Officers in NES.
accountable to: Under the authority of: Country Logistic Manager Responsible for: Overall management/supervision of procurements, filing and reporting.	Working Relations Internal Relations: Program Managers Coordination Admin, HR, Finance, and Security AMEU and Project Development Officers External Relations: Suppliers, Contractors Other NGOs

Functions 1. Framework Agreements and Supplier Management: In collaboration with the Coordination and Logistics Teams in NES, and the Country Logistics Manager, prepare Tender documents for commonly used goods and services to establish Framework Agreements (FWA) (using Reinforced Scenario C processes at least two months before contract end-date). Ensure 100% of FWA documentation is correctly filed in hard-copy and electronic-copy. Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns within one day of identification. 2. Procurement: Pro-active follow-up on Procurement Plans, to ensure that 100% of procurement in NES conforms to ACTED’s Logistics Manual, or follows a procedure defined in a fully approved Waiver. Create Procurement Plans as delegated by the Country Logistics Manager. Review Order Forms for procurement in NES, requesting clarifications from Program if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g. Scope of Works, Technical Criteria, or Terms of Reference) has been provided. Prepare Tender documents and/or Voucher System documents, according to the Procurement Scenario (ensuring approval from HQ for Scenario E procurement and FWAs).  The timeframe for producing a request for quotation is dependent on the urgency and complexity of the order but should normally be between two days and six days. Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing. Actively follow-up on ongoing Tenders, and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions. Analyze quotations using the Procurement Memo (PM) to ensure ACTED obtains the best possible value for money.  The timeframe for producing a PM is dependent on the urgency and complexity of the order but should normally be between two days and six days. Prepare contracts based on fair and transparent negotiations with suppliers. The timeframe for producing a contract should be no more than one or two days. Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment.  Payment should take no more than one or two days upon receiving an invoice. Coordinate with the Area Logistics Officer in NES, to register 100% of new suppliers on the ACTED NES Supplier Database, ensure that 100% of suppliers have undergone anti-terrorism screening, prepare screening requests for procurement under his/her responsibility. 3. Filing: 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. For procurement under his/her direct responsibility, check that 100% of documentation received from NES is correctly signed, dated, and filed on ACTED’s database according to agreed norms. Carry out regular (at least weekly) spot-checks on Procurement Assistants’ filing practices, and take remedial action where necessary. Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules. 4. Reporting Register 100% of new orders on the Order Form Follow-Up (OFFU), and record the progress of each procurement until the completed file is transferred to Finance for payment. Send the OFFU to the Area Logistics, Coordination, and Program Teams and Country Logistics Manager each Thursday. Cross-check the Order Follow Up against the Contract Follow-Up (CFU) from Finance, field-level trackers, and known priorities. Assist in preparing, analyzing and feedback on monthly Logistics TITANIC reports (asset register, property follow-up, communications report, stock movement report, and transport follow-up). 5. Training Assist in capacity building ACTED Logistics Officers in NES, including regular review of field-level procurement, Skype calls, and developing structured training material. Delegate appropriate procurement tasks and provide technical guidance to ACTED Syria’s Logistics Intern. Act as focal point for ACTED Implementing Partners (IP).  Review Tenders, procurement files, and provide support and advice on-request. Nature of the Job Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice hours are variable depending on the needs of the project(s).  Working hours can range from 6am until 6pm, seven days per week, can be on a shift or fixed pattern.  Working hours can extend before or after these hours if required in exceptional circumstances. Working days can include public holidays.  Although no staff are required to work during this period the needs remain and flexibility is appreciated, with the prior approval of the Country Logistics Manager, HR Manager and Coordination.  Occasional regional travel may be required. Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures. Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of the Program.  These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination. Skills and Experience Prior experience in Logistics, Procurement, or Supply Chain Management, and knowledge of the humanitarian sector.  International experience would be an asset. Holding or working towards a qualification in logistics, procurement, supply chain management, business administration, or similar.  Experience or knowledge of one or more of the following areas would be an additional asset:  agriculture, construction, food supply, inventory and property management, technology, transport, water, sanitation and hygiene services. Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines. Diligent, dedicated, and able to see complex procedures through to completion. Able to communicate complex information clearly, with excellent interpersonal skills. Self-motivated, able to work independently or as part of a team. Fluent written and spoken English and Arabic. Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word) للتقديم من هنا