Logistics Officer and Supply Chain

A.    Procurement

·         Draft, update, and follow-up the procurement plan for Kirkuk base and purchase requests for the office.

·         Check all purchase requests received from the program departments before the validation of other signatories.

·         Support the project team with product price evaluation before input in the PSR.

·         Support the procurements requested from any other Tdh Base, when ever required.

·         Update the PSR follow up on weekly bases and share with the project team and Base manager to update them with PSR/s progress.

·         Ensure the implementation of Tdh procurement process.

·         Prepare and maintain all procurement files of Kirkuk base chronologically and in organized manner.

·         Ensure that all required documents are placed in each purchase file as per archiving SOPs.

·         Periodic scanning of all closed purchase files for archiving.

B.    Market survey and analysis

·         While strictly procurement procedures complete each procurement activity, ensuring the reception of supplies by the requester at his/her required destination.

·         Ensure that all request received are complete and have due validation before conducting market survey

·         Register every purchase request in purchase follow up as soon as it arrives at your desk.

·         Prepare quotation requests/ call for quotations and conduct market survey.

·         Based on the survey, draft comparative bid analysis for cost , delivery terms, payment  terms and conditions and other associate conditions including sample analysis where applicable, essential for the selection of right supplier(s).

·         After the validation of draft by the line manager, having it approved as per applied procurement procedures.

·         make sure to sign framework agreements with suppliers for the main markets that Tdh use in Kirkuk.

C.    Purchase order and contracts

·         Responsible on creating Framework agreements, supply or service contracts as the procurement process requires.

·         Ensure the accurate and proper information input in the contracts in line with CBA and QRs.

·         Prepare purchase order and draft contracts for the selected supplier.

·         Get POs and contracts validated as per procedure and get respective documents signed by the supplier

·         Follow up on placed order to ensure that quality and delivery time is respected by the supplier.

·         Coordinate with relevant staff, transporter and supplier for timely delivery of supplier at requested destination.

·         In case of questions on quality or quantity or other terms defined in the PO/contract by the supplier, inform line manager and communicate with supplier for appropriate solution.

·         Ensure proper archiving for all the procurement files, hard and electronic copy, on share drive

D.    Payment process

–       After successful delivery confirmed by the proof of delivery/goods reception at destination being focal person of supply, process the invoices for the payment while ensuring that:

·         Purchase file is fully complete and contains as required documents as per procurement procedure.

·         Invoiced amount is corresponding to the purchase order/contract value and terms.

·         Ensure the validated invoice with required supporting documents submitted to finance

·         Follow up on the payment till the payment is done

E.    Reporting

·         On Monthly bases update the PSR follow up and share with the line manage, ensure accurate and complete information are input

·         On Monthly bases update the Contracts follow up and share with the line manage, ensure accurate and complete information are input

·         On Monthly bases update the procurement plan for all the grants in the base.

·         On Monthly bases update and fill in the supply part for the base log Sitrip report.

·         For all high amount of procurement, report to and coordinate with the Senior Supply Manager.

F.    Others

–       The incumbent is required to cover for logistic work when required by the line manager, duties are such as:

·         Fleet management.

·         Stock and store management

·         Premises maintenance

·         Equipment management

·         And others when required.

A.    Procurement

·         Draft, update, and follow-up the procurement plan for Kirkuk base and purchase requests for the office.

·         Check all purchase requests received from the program departments before the validation of other signatories.

·         Support the project team with product price evaluation before input in the PSR.

·         Support the procurements requested from any other Tdh Base, when ever required.

·         Update the PSR follow up on weekly bases and share with the project team and Base manager to update them with PSR/s progress.

·         Ensure the implementation of Tdh procurement process.

·         Prepare and maintain all procurement files of Kirkuk base chronologically and in organized manner.

·         Ensure that all required documents are placed in each purchase file as per archiving SOPs.

·         Periodic scanning of all closed purchase files for archiving.

B.    Market survey and analysis

·         While strictly procurement procedures complete each procurement activity, ensuring the reception of supplies by the requester at his/her required destination.

·         Ensure that all request received are complete and have due validation before conducting market survey

·         Register every purchase request in purchase follow up as soon as it arrives at your desk.

·         Prepare quotation requests/ call for quotations and conduct market survey.

·         Based on the survey, draft comparative bid analysis for cost , delivery terms, payment  terms and conditions and other associate conditions including sample analysis where applicable, essential for the selection of right supplier(s).

·         After the validation of draft by the line manager, having it approved as per applied procurement procedures.

·         make sure to sign framework agreements with suppliers for the main markets that Tdh use in Kirkuk.

C.    Purchase order and contracts

·         Responsible on creating Framework agreements, supply or service contracts as the procurement process requires.

·         Ensure the accurate and proper information input in the contracts in line with CBA and QRs.

·         Prepare purchase order and draft contracts for the selected supplier.

·         Get POs and contracts validated as per procedure and get respective documents signed by the supplier

·         Follow up on placed order to ensure that quality and delivery time is respected by the supplier.

·         Coordinate with relevant staff, transporter and supplier for timely delivery of supplier at requested destination.

·         In case of questions on quality or quantity or other terms defined in the PO/contract by the supplier, inform line manager and communicate with supplier for appropriate solution.

·         Ensure proper archiving for all the procurement files, hard and electronic copy, on share drive

D.    Payment process

–       After successful delivery confirmed by the proof of delivery/goods reception at destination being focal person of supply, process the invoices for the payment while ensuring that:

·         Purchase file is fully complete and contains as required documents as per procurement procedure.

·         Invoiced amount is corresponding to the purchase order/contract value and terms.

·         Ensure the validated invoice with required supporting documents submitted to finance

·         Follow up on the payment till the payment is done

E.    Reporting

·         On Monthly bases update the PSR follow up and share with the line manage, ensure accurate and complete information are input

·         On Monthly bases update the Contracts follow up and share with the line manage, ensure accurate and complete information are input

·         On Monthly bases update the procurement plan for all the grants in the base.

·         On Monthly bases update and fill in the supply part for the base log Sitrip report.

·         For all high amount of procurement, report to and coordinate with the Senior Supply Manager.

F.    Others

–       The incumbent is required to cover for logistic work when required by the line manager, duties are such as:

·         Fleet management.

·         Stock and store management

·         Premises maintenance

·         Equipment management

·         And others when required.