Procurement & Logistic Officer

HR Islamic Relief Albania · 07.02.2023, 12:26

Vacancy Announcement

Islamic Relief Albania is seeking to hire a Procurement/Logistic Officer to join our team.

JOB TITLE: Procurement & Logistic Officer
DEPARTEMENT: Procurement & Logistic
BASE LOCATION: Tirana, Albania
CONTRACT DURATION: One year with possibility extension
ORGANIZATION
Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. Islamic Relief has been active in The Republic of Albania since 1991, IR Albania office started officially its operation in Albania in 1994. IRA implements its projects through regional field offices. Our office deal with our three main programs of Orphan Welfare, Emergency, Relief Programs and Development Projects. Our operations are implemented all Albania Country.
For more information please visit our website: https://islamic-relief.org
KEY OBJECTIVES:
The Procurement/Logistic Assistant is responsible for the effective delivery of procurement services to IRA. He/she will support the Procurement/Logistics Coordinator in the provision of a professional, effective and knowledgeable service for the procurement and supply of resources, materials, supplies, and consumables. As part of the procurement/logistic team, the Procurement/Logistic Assistant will provide accurate, timely and auditable assistance in the administration of the procurement process, ensuring that processes are fully compliant with current IRA regulations.
Duties and Responsibilities
1.Assists the Procurement/Logistics Coordinator in maintaining current up to date Procurement documents and Manuals.
2.Assists with the tender advertisement, preparation of Request for Quotation, Initiations to Bid, Requests for Proposal and co-ordination of their timely dispatch.
3.Ensure that all items are purchased as per agreed specification.
4.Finalize the assigned purchase request according to the procurement plan well in time in coordination with program and P&L team.
5.Continues follow-up with suppliers and service providers for in time delivery of items and communicate to requisite department accordingly.
6.Verify the quality reports and good receiving.
7.Immediately inform the line manager for any matters related to the services delivery
8.Assists coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.
9.Collect the all invoices from suppliers, prepare the payments documents and submit it to the line manager for verification.
10.Ensure the set-up of approved payment onto the AX system and print out all support documents.
11.Maintains appropriate records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
12.Assist the Procurement & Logistic Coordinator with other logistics services when necessary.
Person Specification: Experience / Education/Skills- Essential
• A bachelor degree in Business Administration or Related Field.
• Minimum one year of relative experience, preferred with NGOs.
• Strong communication, interpersonal & technical skills.
• To be ready to work overtime and readiness to travel.
Ability To
• Work independently with minimal supervision.
• Read, comprehend and interpret written materials of moderate to complex difficulty.
• Records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
• Word-processing, spreadsheet and database software programs related to job functions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
Language
• Very Good English (written and spoken).
IT skills
• Very good knowledge in MS office and the ability to use software necessary for project management and reporting.
General Skills
• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.
Disposition
• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islamic Relief.

If you are talented, reliable, service-minded, resilient and a highly motivated professional looking for a meaningful career, with a strong commitment to IRA’s mission and values of sincerity, excellence, compassion, social justice and custodianship, please send your application.
Pre-employment Checks:
Any employment with Islamic Relief will be subject to the following checks:
• screening clearance
• receipt of satisfactory references
Our values and commitment to safeguarding
IRA is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRA engages. IRA expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRA also participates in the Inter Agency Misconduct Disclosure Scheme.
In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.
By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

HOW TO APPLY
Interested and qualified candidates should submit their CVs in English to info@islamicrelief.al
by February 9th, 2023.
Please rename your application file before sending with your name and the position that you are applying for: Example: Name Surname – Procurement/Logistic Officer
If you have any query about application please send it to info@islamicrelief.al or call: +355676007676
Islamic Relief is an equal opportunities employer. Only short-listed candidates will be contacted.
Islamic Relief Albania – Address: Street “Gjergj Legisi”, Vila Nr.90, pranë Kolegjit Akademia e Biznesit, Laprakë, Tiranë.

HR Islamic Relief Albania

Procurement & Logistic Officer