Jordan: Tendering and Compliance Officer

Job Description

PURPOSE, SCOPE AND IMPACT
We are currently looking for a dedicated, self-organized and confident person who wants to join our Purchasing team in Amman as Tendering and Compliance Officer.
This position implies both the responsibility for all aspects of the Tendering process for the purchasing department product portfolio and the direct supervision of the department's overall performance in meeting compliance objectives, under the lead and with the support of the Head of Purchasing.
MAIN ACCOUNTABILITIES, DUTIES AND RESPONSIBILITIES
Tendering functional Responsibilities:

• Ensures all received Request for Tender from Purchasing and Transport departments contain all required documents as per ICRC logistic procedures

• Generate a file for each tender in the STM and send the RFT to all suppliers of the region

• Receive the demand for clarification and manage in time for answer

• Receive offers from the bidders and organize the opening in line with the ICRC rules

• Update the Tender Reference Table and keep a hard copy in the tender box file

• Centralize the suppliers contact details from the delegations and maintains database updated

• Update the Tender Reference Table and keep a hard copy in the tender box file

• Ensures that the required Tender file documentation is correctly established.

• Follows up the Transport files irregularities or missing document, and prepare/follow up archiving

• Coordinates with Purchaser(s), Transport, Requestors and Archiving officers.

• Give training to new comers to the ICRC Tendering process

  Compliance functional Responsibilities:

• Compliance department focal point for Amman´s Logistics Support Center(LSC).
  • Supervises the classification and filing of documents in proper order via Paperless system.
  • Ensures that purchase files are maintained, auditable and in good order Follows up on the completion, correctness and signatures of documents
  • Follow up with Purchasing and Transport departments managers for closing and auditing the files in Paperless system.
  • Create the product filing system and classify it regarding group and family in FSHQ table
  • Assists in the maintenance of the Archive files via Paperless and ensures that required procedures are followed
  • Register the invoices that sent to finance for payment as a reference
  • Give training to new purchasers coming on the ICRC for Compliance and Paperless processes

Financial functional Responsibilities:
• Processing of invoices:

1. Examine invoices to confirm adherence with administration and financial manual
2. Make sure that all the documentation required for each invoice are attached and based on the financial rules (Supporting documents, ROs, POs, ST…etc).
   • Follow up with the weekly and monthly financial forecast for Purchase and transport Units to feed Finance
   • Follow up with the financial department the payment delays of the purchasing department.
   • Finance department focal point for the LSC

SCOPE & IMPACT
• Ensures Tendering Process in line with the ICRC rules and files Archiving
• Ensures Compliance processes
• Ensure that procurement activities are following purchasing and financial rules
• Brief and train purchasers on financial rules
• Prepares reports and presentations regarding the main activities of the position
RELATIONSHIPS

• Internally, interacts with Purchaser(s), Shipping officers and Transport Manager, Compliance department

• Externally, interacts with Tenders/Bidders
  GENERAL DUTIES
  The ICRC is an equal opportunity employer and values diversity and is committed to creating an inclusive working environment

• Be aware of the delegations objectives and activities

• Understand the three components of the Red Cross/Red Crescent Movement

• Apply the security rules at all times

• Respect and observe the staff regulations of the ICRC in Jordan.

• The employee may be asked to perform other duties not covered in this job description as well as to provide support to other departments when and if necessary.

Skills

PROFESSIONAL EXPERIENCE AND EDUCATION REQUIRED
• Educational background in Economics, Accounting, Administration, Supply Chain, Procurement, New Product Development or any other related field.
• 2 Years work experience in a similar function.
• Accurate and structured way of working paired with excellent organization skills.
• Stress resistant and negotiating talent.
• Ability to work independently and proactively
• Willingness to learn
• Good command of spoken and written English & Arabic.
• Good computer skills

The International Committee of the Red Cross , Jordan delegation is looking for talented candidates to apply for a Tendering and Compliance Officer vacancy in the Logistics Department. The deadline is 28 January 2019, All interested applicants are kindly requested to apply through the following link: https://www.bayt.com/en/jordan/jobs/tendering-and-compliance-officer-3870004/