JOB DESCRIPTION
Job Title:    Logistics and Administration Officer (Programmes)
Location:    West Bank
Mission:    Medical Aid for Palestinians (MAP) works for the health and dignity of Palestinians living under occupation and as refugees. MAP is the leading UK charity delivering health and medical care to those worst affected by conflict, occupation and displacement, in the occupied Palestinian territory and Lebanon
Job Purpose:  To provide support in office logistics, procurement and administration activities
Hours: Full-time
Salary: ILS 93,324   
Reporting to:    WB Director 
Responsible for:  Not Applicable
Internal relationships :WB Programmes staff, WB Finance staff, oPt Senior Finance and Admin Manager
External relationships: MAP partners, suppliers, key ministries
Contract:   Fixed term 1 year

Duties and key responsibilities

Office logistics support:

• Drive MAP staff and delegations to their meetings and residency places as requested.
• Provide logistic support for MAP’s training and missions, including transportation and accommodation.
• Ensure all office supplies are procured and delivered to the MAP office; such as stationary, cleaning supplies, refreshments, and other supplies.
• Ensure that the MAP car is well maintained and supplied with fuel regularly.
• Conduct annual inventory review and monitor office assets and supplies.
• Periodically review and maintain contract roster.
• In coordination with the WB Director, ensure timely renewal of administrative contracts, vehicle/office/health insurance, as well as vehicle registration.
• Monitor daily security updates, share with all staff, and adjust field travel where necessary. 
• Ensure the timely preparation of documentation of any movement of assets.
• In cooperation with Finance, Schedules and conducts physical count of assets on different locations, projects, and sites.

Procurement:

• Assists staff as needed on creating clear and understandable purchase requests and other documentation.
• Take the lead on the procurement process that may include but not limited to; preparation of items specifications, tender document, newspaper advertisements, collection of bids, organizing bids analysis, contracting suppliers and follow up the delivery, installation and training as may needed.
• Collect quotations and bids from the market for PRs as assigned by Line-Supervisor – as per MAP standards and formats.
• Ensure that all MAP procurement is in accordance with MAP’s procurement procedures.
• Interact with vendors when they buy the tender document and when they submit their bids.
• Interact with vendors during the collecting of quotations and ensure that venders understand MAP’s forms.
• Facilitate the logistics and coordination for the bid evaluation committee by : (i) arranging venue and the timing of bid opening, (ii) preparing necessary bid evaluation packages (bid documents, proposals, evaluation sheets etc.) and distribute them to evaluation panel members, (iii) attend bid evaluation meetings as a note-taker and keep the minutes of the meetings, and (iv) provide other necessary technical support to facilitate the procurement.
• Ensure that the delivered items meet the required specification and criteria.
• Ensure that the correct documentation is obtained and archived according the MAP’s financial and procurement procedures, and to comply with local regulations e.g. taxation, duties clearance, etc.
• Regularly review and update the procurement plan.
• Ensure the collection and the filling of bank grantees/ bank cheques where applicable and per the contract terms and conditions.
• Perform any other reasonable duties that deemed necessary as assigned by the direct line manager.

Contract Management:

• Regularly produce purchase status and completed purchases reports using the payment tracker list.
• Monitor the quality of procured goods upon provision, according to MAP Policies and Procedures and, ensure taking action to get the equipment or materials replaced with the equipment or materials in compliance with the specifications stated in the proposals.
• Assist the WB Director and Finance staff during internal/external audits.
• Support in handling all contractual aspects of the project (such as initial requests, authoring contracts, negotiating the contract, approving the contract, execution of the contract, obligation management, revisions and amendments, auditing and reporting, contract renewal).

Monitoring and Compliance:

• Facilitate coordination and logistics of importing procured equipment and supplies into the country from UK/abroad.
• Count the received items and Prepare donation certificates and get them signed and documented, present a yearly report to the Director of MAP and the Programme on the items donated and the value of these items per year.

General

• Support fundraising and communication related activities as requested. This may include case studies, photography, translation for UK colleagues during their visits to the field etc.
• Liaise with the programme team and national counterparts to facilitate project requirements as needed.
• Assist the finance staff in scanning, photocopying as may needed

General Responsibilities

• Support the mission, ethos and values of MAP.
• Abide by MAP’s Code of Conduct and contribute to an organisational culture that promotes Safeguarding of children and vulnerable adults.
• Carry out other associated duties as may arise in line with the broad remit of the position.
• Support and promote diversity and equality of opportunity in the workplace.
• Work collaboratively with others in all aspects of our work.
• Represent and be an ambassador for MAP.

PERSON SPECIFICATION

Experience

• At least 5 years of relevant work experience, in Logistics, Procurement and Contract Administration or similar.
• Experience of procurement of goods, works & consulting services in the INGO sector.
• Experience in biomedical and health services desirable.
• Excellent computer skills including MS Office (Word, Excel, and PowerPoint)       

Skills and abilities

• Organised self-starter, able to work alone or as part of a team.
• Ability to work under pressure and under difficult circumstances and occasionally during the weekend.
• Respect/follow the applied security guidelines and keep the confidentiality of assigned tasks.
• Excellent administration and record keeping skills with a commitment to accuracy and excellent attention to detail.
• Strong interpersonal skills and ability to adapt as part of a small team.

Knowledge        

• Excellent communication skills in English and Arabic.
• Very good IT skills including excel and spreadsheets.
• Experience managing relationships with external stakeholders.
• Experience of representing an organization externally.

Education/training   

• A university degree in business administration, management or another related field.
• A university degree in biomedical sciences desirable.

Personal attributes and other requirements          

• Tact, polite, and able to handle difficult situations and solve problems
• Valid driving license and excellent awareness of traffic and road safety laws. Familiar with different areas of West Bank
• Ability to drive unaccompanied to partner organisations
• Understand the work of MAP and commitment to our mission and services.

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