Procurement & HR Officer

الوصف الوظيفي
BACKGROUND
EcoPalestine is the Palestinian affiliate of EcoPeace Middle East, a unique organization that brings together Jordanian, Palestinian, and Israeli environmentalists. Our primary objective is the promotion of cooperative efforts to protect our shared environmental heritage. In so doing, we seek to advance both sustainable regional development and the creation of necessary conditions for lasting peace in our region. EcoPeace has offices in Amman, Ramallah, and Tel-Aviv.
 
General Description
Support Finance & Operations Manager to ensure smooth and efficient running of EcoPeace office – Ramallah Office, resources and services 
 
Duration: 
One year with the possibility of Extension 
 
Work Station:
Position Based in EcoPalestine/ EcoPeace ME Office – Ramallah, Palestine  
 
Starting Date: ASAP
 
Responsibilities include:
 
Administration & HR Role:
  • Maintain an effective office information management and communication process using proper records management procedures. Ensures immediate and effective analysis and response to all office communication including telephone communication, emails, fax and letters. 
  • Maintain the office petty cash and its records and prepare the monthly petty cash replenishment report or upon request.
  • Maintain records of days of work, holidays, vacation and sick leave for staff, update the Request for Leave balances on a monthly basis, and review employees’ monthly timesheets.
  •  Follow up HR processes including: Recruitment, Staff Capacity Building, Performance Evaluation, etc;
  • Support the induction process for new hires
  • Initiate new staff contracts and management of contracts renewals.
  • Manage and track the different types of insurance packages.
  • Hold and maintain employee’s HR files and manages archive.
  • Lead exit process for departing staff including exit interview and analysis reports.
  • Regularly maintain and modify HR Policies, employee handbook, and HR Manual   
Procurement Role:
 
Assist and train program staff as needed to create 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 be needed. 
Collect quotations and bids from the market for PRs as assigned by line supervisor and Ecopeace standards and format 
Ensure that all Ecopeace procurement is in accordance with EcoPeace’s procurement procedures.
 
Interact with vendors when they interested with the tender document and when they submit their bids. 
 
Interact with vendors during the collecting of quotations and ensure that vendors understand EcoPeace’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
Issue POs and enter the relevant invoices in Netsuite System with proper allocation to the project, budget, and budget line. 
Ensure that the delivered items meet the required specification and criteria.
Ensure that the correct documentation is obtained and archived according the EcoPeace’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.

Discuss defective or unacceptable new goods or services with users, vendors and others to determine cause of problem and take corrective and preventative action.

Manage vendor relationships and assist in building effective partnerships

Responsible for buying materials, parts, supplies and equipment’s in a timely and cost effective way; timely manner while maintaining appropriate quality standards and specifications

Coordinate relationships with supplies and ensure that EcoPeace receives competitive pricing

Develop and review purchase requests and ensure authorization as necessary to facilitate the timely purchase

Develop and update Ecopeace preferred vendor list

Liaise with finance & Operations Manager to ensure accurate and timely payment of invoices, as necessary for the business with the supplier

Comply with donor requirements:
  • Ensure the necessary vendor documentation and compliance with donor specific requirements 
  • Read all donor contracts to fully understand the procurement and financial requirements of all donations. 
  • Coordinate with project staff to ensure full compliance with donor requirements of all activities. 
  • All funds for a specific project need to comply with all donors’ requirements; this may include specific procurement rules and reporting of expenses. Examples of donor requirements include:
  • Anti-terror compliance (vetting, monthly sub-award reports) 
  • Bidding thresholds and methods 
  • Source and origin of products policies
  • Implement other tasks as requested by the Director
  • Assisting other staff as needed in preparation for large events, conferences, etc. 
  • Regularly maintain and modify Procurement Manual  

جميع الحقوق محفوظة لموقع جوبس.

متطلبات الوظيفة

Qualifications and skills 

  • Bachelor’s degree in business administration, or similar field. 
  • Minimum 3 years of relevant working experience
  • Excellent command of English language. 
  • Advanced command in using computer programs 
  • Proven organizational skills and ability to effectively manage multiple tasks 
  • Ability to represent the organization on technical and functional issues according to the department's goals and perform the technical/functional level tasks that are related to their own function
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability, with qualities of patience, tact and diplomacy.
تفاصيل الوظيفة
المسمى الوظيفي Procurement & HR Officer
آخر موعد للتقديم 18 - Sep - 2021
المكان رام الله والبيرة
نوع الوظيفة دوام كامل
المستوى المهني متوسط الخبرة
الراتب N/A
الدرجة العلمية البكالوريوس
الخبرة 3 Years
آلية التقديم

Only applicants who have the required experience and skills will be considered. Interested applicants must send CV (in English), with Cover letter explaining their motivation and their suitability for the position (in English) to the email: [email protected]  include the Job title (Procurement & HR Officer) in the subject line. 

Deadline to receive application no later than 18 September 2021 at 16:00 pm. 

نصيحة من جوبس لحمايتك : عند التقدم لاية وظيفة عن طريق الانترنت، لا تقم بإعطاء معلومات بطاقة الأعتماد او أية معلومات بنكية / مالية لصاحب عمل.