Senior Supply Chain Officer

CARE Palestine (West Bank/Gaza) is looking for a committed professional to the values of Transformation, Integrity, Diversity, Equality, and Excellence to fill the following vacancy:

Senior Supply Chain Officer

The Senior Supply Chain Officer will be responsible for overseeing procurement and supply chain operations, ensuring the efficient, timely, and cost-effective acquisition of goods and services critical to the success of program operations and the Country Office.

This role requires a strategic approach to managing procurement requests in West Bank, conducting negotiations with suppliers and service providers, and handling consultancy service contracts in alignment with the organization’s operational needs and donor requirements.

The Senior Supply Chain Officer will lead the coordination of competitive bidding processes, ensuring transparency, fairness, and compliance with established procurement policies. The role involves maintaining effective collaboration with both internal teams and external partners, ensuring that goods and services are delivered in a timely manner while adhering to logistical protocols.

This position will also provide essential administrative and logistical support, assisting with vendor management, and ensuring smooth office operations, overseeing payment schedules for service contracts and utilities, and facilitating logistical arrangements for visitors.

The Senior Supply Chain Officer will engage regularly with key stakeholders, including the Country Director and Safety and Security staff, to ensure seamless coordination of activities and manage any logistical challenges that may arise.

Responsibilities:

Job Responsibility 1: General Administration and Logistics (20%)

• Ensure a safe, comfortable, and well-maintained workspace for office staff, visitors, and overall office upkeep.
• Coordinate closely with project managers and relevant staff to follow up on office and program-related matters with stakeholders and authorities in a timely manner.
• Provide logistical support for staff and projects, including planning and facilitating workshops, conferences, retreats, training sessions, and other indoor or outdoor events.
• Assist with annual inventory counts in compliance with policy and compile summary reports for Finance and Administration Management.
• Coordinate with the supply chain hub team in neighboring country offices to ensure the smooth movement of humanitarian aid from one location to another, ensuring compliance with all necessary logistics procedures.
• Follow up with customs and other authorities to ensure timely clearance and release of humanitarian aid shipments, addressing any issues that may arise during the customs or approval process.

Job Responsibility 2: Procurement Process Management (40%)

• Annual Procurement Planning: Assist the Projects team in preparing and updating the annual procurement plans, ensuring an organized, timely, and cost-effective procurement process for large-scale items.
• Accuracy of Purchase Requests: Review and ensure that all purchase requests and related documentation are complete and accurate.
• Purchase Orders & Agreements: Prepare purchase orders and service agreements for required goods and services in a timely manner.
• Framework Agreements: Establish and maintain contractual agreements with preferred vendors, ensuring cost-efficiency and reliability.
• Compliance with Policies: Ensure that all procurement activities adhere to CARE Palestine’s procurement policies, as well as CI member and donor rules and regulations.
• VAT Coordination: Coordinate with the VAT department to address procurement-related issues and obtain VAT exemptions for relevant awards and purchases.
• Training and Support: Provide support to the supply chain team, along with other staff in the Country Office. Offer training and orientation to new employees on procurement policies and systems.
• Partner Support & Training: Conduct training sessions for partner staff on CARE and donor procurement processes and related policies to ensure compliance and effective execution.
• Collaboration with Finance: Work closely with the finance team to update the Procurement to Pay Online tracker.
• Collaboration within the CO procurement committee: Provide advice, share information, and offer technical support through direct involvement in procurement committees.
• Procurement Decision-Making: Collaborate with the CARE and Partners teams to determine the most appropriate source, price, and delivery schedule for goods and services, ensuring that decisions align with organizational goals.
• Confidentiality: Safeguard the confidentiality of prices and technical information submitted by suppliers, ensuring that appropriate measures are in place to maintain secure and private handling of sensitive procurement data.

Job Responsibility 3: Vendor Management (15%)

• Vendor Relationship Management: Maintain a professional relationship with listed vendors and service providers, ensuring that materials and services meet established standards, and that vendors adhere to applicable policies, practices, and procedures.
• Vendor Management: Keep vendor setup forms and vetted vendor lists (including Bridger lists) up to date to ensure compliance and readiness for efficient procurement operations.
• Vendor Evaluation: Conduct market surveys to identify new potential vendors. Assist in the evaluation process to add qualified vendors to the vendor list.
• Negotiation & Conflict Resolution: Foster positive relationships with vendors, enabling effective negotiations in case of contract breaches or challenges. Address issues proactively to maintain strong partnerships.
• Vendor Concerns & Rights: Ensure that legitimate vendor concerns—such as unpaid invoices, name changes, tax deduction certificates, complaints, and other valid issues—are addressed promptly and fairly.
• Vendor Evaluation System: Establish and maintain a reliable system for evaluating current vendors, providing the procurement committee with comprehensive and reliable data to categorize and approve vendors and consultants during end of the year review.

Job Responsibility 4: Updating and Maintaining Procurement Reports & Compliance (10%)

• Procurement Plan Maintenance: Regularly update the office’s procurement plans, ensuring they are aligned with the organization’s goals and evolving needs.
• Procurement Status Monitoring: Review the Procurement Status Report (PSR) weekly, identifying and addressing any unresolved purchases or issues to maintain seamless procurement activities.
• Purchase Order Dispatch: Ensure all purchase orders are dispatched by the end of each accounting period, supporting timely and efficient procurement processes.
• Budget Preparation Support: Assist the Finance Manager in the preparation of the annual Country Office (CO) budget, ensuring procurement-related expenses are properly allocated.
• Technical Support for PeopleSoft: Contact the shared service center for technical assistance when facing any issues with PeopleSoft, ensuring smooth and accurate procurement data management.
• Utilize available communication tools, such as the Online Tracker and PR checklist, to keep requesters informed. Respond promptly to queries and provide updates as needed to ensure smooth communication.

Job Responsibility 5: Management of Consultancy (10%)

• Consultancy Agreement Oversight: Oversee all consultancy agreements, ensuring that they are entered into in compliance with CARE’s procurement policies and processes.
• Support and Coordination: Provide necessary support and facilitate efficient coordination between the supervising manager and the consultant until the contract is fully discharged and all deliverables are completed.
• Consultancy Record Management: Develop and maintain an updated record of all active and upcoming consultancies. Ensure that all required documents are complete and accurate, and that payments are processed promptly when due.
• Compliance with Law and Donor Guidelines: Ensure that all consultancy agreements meet local laws and donor-specific guidelines and requirements, maintaining full compliance throughout the contract duration.

Job Responsibility 6: OTHER RESPONSIBILITIES AS ASSIGNED (5%)

جميع الحقوق محفوظة لموقع جوبس.

Qualifications & Preferred Skills

Education/Training

Required

• Bachelor's degree in Business/Public Administration, Accounting or any relevant field.

Desired

• A Master’s degree in Business Administration is desired.

Experience & Technical Skills

Required

• Minimum 6 years of relevant working experience.
• Proven experience in administration management, procurement, and/or logistics.
• Experience in negotiation and in managing contracts with various vendors.
• Knowledge of the PNA tax system (VAT and duty regulations).
• Knowledge of major donor procurement regulations and compliance (such as ECHO, EU, DFAT, USAID, GAC, NORAD, BMZ, etc).
• Willingness and ability to travel to CARE’s Field Offices, or to a specific location to receive goods and verify receipt. Travel will be very limited during risky situations.
• Excellent written and spoken skills in English, Arabic and Hebrew.
• Excellent computer skills; Microsoft Word, Excel, Outlook, and Internet.

Desired

• Work experience with an NGOs/INGOs

Interested applicants are encouraged to send their CV by e- mail to [email protected], to the attention of the HR Department no later than COB Thursday, 15/05/2025, indicating the job title in the subject line and cover letter.

Applications received after this date or that do not meet the qualifications above will not be considered. Only short-listed candidates will be contacted for an interview.

Applications from female candidates are strongly encouraged.

CARE International promotes the principle of Equal Opportunity for all.

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed.