Job title: Senior Administrative Coordinator - Limited Contract

Job type

Contract

Job Level

Senior Team Member

Experience

3-5

Functions

Others

Languages

English
Arabic

Report to the Programs Manager upon request on detailed progress of all related innovation space ’ procurement components.
Handle assigned-to project(Innovation space )' procurements and liaise with supporting teams on related matters including but not limited to respective unit’s teams , Sourcing, Supply Chain, Finance, etc.
Process all assigned-to project(s)' Sourcing and supply chain process using Orange Jordan’s systems such as and not limited to Prepare RFQ/RFP/RFI, Due-diligence (DD), Define on System, Purchase Requisitions (PRs), Purchase Orders (POs), Supplier Selection Forms (SSFs), Group Investment Committees (GICs), Internal Requisitions (IRs), Evaluation Committees/Forms/Reports, Receival from suppliers, closing with suppliers, etc.
Screen and research the market for availability of requested procurement scope works/supply/service as well as supplier(s), in coordination with Sourcing Team where needed.
Keep record of both-parties’ full contractual obligations with each supplier(s), eg

Performance Bonds, Maintenance Bonds, Bank Guarantees, etc.

Follow-up and collect needed supporting financial documents, and archive them in an organized manner electronically and physically in coordination with related Finance Staff.

Keep track of our experience with each supplier to in the future provide recommendation based on previous experience

Handle complains and follow up with suppliers to ensure best service is obtained

Create and attend Evaluation Committees, handle evaluation sessions, create Evaluation Reports, and obtain needed confirmations and approvals prior and after for procurement process, etc.

Handle full receival of expense and stockable items as per Supply Chain policy/procedure, and manage the Asset Management of stockable items for the assigned-to project(s)’ including equipment, furniture, and other CAPEX ; to ensure a smooth Transfer Of Ownership exercise at the closing of the project with donor.

Check for each process the respective donor(s)’ EU and Orange Jordan procurement mechanism and approach based on the related procurement policy and brackets.

Keep track of spending per supplier to ensure continuous full compliance with respective donor(s)’ and Orange Jordan procurement policy and rules.

Fill-out contractually-obligated for periodic reporting(s) using respective donor(s)’ templates and/or Orange Jordan templates, and provide all needed supporting procurement documents that clearly show full compliance with the respective donor(s)’ and Orange Jordan procurement policy and rules.

Collect audit files and participate in related audit sessions internally and externally to fully close loop for checks.

Provide inputs into future proposals with potential Donor(s)’ in terms of estimations and recommendation to develop a full proposal and budget.

Support the PMO team (mainly Finance and Facilities) CCSU team with all procurement related tasks for assigned to project(Innovation space)’.

Carry other procurement and administrative related tasks as requested by Programs Manager.

Communication Skills;

Bachelor’s degree in Industrial Engineering, Logistics, or Supply Chain Management
2 to 4 years practical experience in procurement processes, policies and procedures; preferable in with international NGOs background such as EU ,GIZ , USAID, UN Agencies, etc