Country: Turkey
Closing date: 19 Mar 2016
DIVISION/ PURPOSE:
The purpose of the International Programmes Division (IPD), besides preparing for and responding to humanitarian crises and administering the orphan’s welfare programme, is to guide, support and monitor the country programmes to ensure the continuous development of a global programme according to the international strategy.
DEPARTMENT / PURPOSE:
The MEEE department oversees the programs within the middle east and eastern Europe, this includes the Syria operation.
JOB PURPOSE:
The procurement and logistics coordinator will manage the in-country procurement & logistics department within the IRW Syria Operation team and deliver operational support for the delivery of humanitarian projects to assist individuals, families, and communities affected by conflict.
This will include completing a range of tasks to manage the workloads of reporting staff and support the effective monitoring of project materials, in addition to supporting with procurement functions at headquarters level if required. It may also be necessary to establish, manage and monitor external contractors.
REPORTING TO: Head of Mission
STAFF REPORTING: As below
I) KEY OBJECTIVES
To manage the provision of logistical support for the timely and effective delivery of humanitarian projects, and provide quality administration for the monitoring and reporting of operational activities in compliance with Islamic Relief Worldwide guidelines.
II) KEY ROLES/RESPONSIBILITIES
This position holds responsibility for managing a procurement and logistics team with the purpose of completing the objective described above, including the identification, procurement, transport, use, maintenance, and related administration of all operational assets. The Procurement and Logistics Coordinator will potentially oversee works conducted by contractors and will be accountable for delivery of operational support in field locations through his/her team.
S/He will also be responsible for representing the organisation and will therefore need to conduct themselves accordingly.
III) JOB SUMMARY
The Procurement and Logistics Coordinator will support IRW Syria Operations Program Department in the delivery of projects to assist individuals, families, and communities affected by the Syria crisis.
This will include completing a range of tasks to support the team with administrative needs and plan, document, and monitor the supply of materials, equipments, and assets, ensuring their use according to IR and donor procedures.
Islamic Relief’s Syria Operation in Turkey is to assist in the relief, recovery and strengthening of communities following the Syria Crisis. We work regardless of ethnicity, religion, or gender; you do not need to be a Muslim to work for, or receive assistance from Islamic Relief.
Please note: This position is designed to assist affected communities on an emergency basis, applications will therefore be reviewed as they are received and successful candidates contacted on an on-going basis, meaning positions may be filled before the deadline date if strong candidates are identified.
IV) MAIN DUTIES AND RESPONSIBILITIES
Manage the chain of supplies:
• Maintain a strong material and vehicle supply to support the material needs of multiple projects;
• Ensure correct collection/ transport/ storage/ use/ maintenance/ monitoring of supplies and assets from numerous sources;
• Establish contractual arrangements for premises and vendors/ suppliers;
• Draw up a planning of purchases based on request;
• Accurate and regular reporting on the above;
• Keep the different departments informed of the treatment given to their orders;
• Check the supplies (quality, price, procedure);
• Conduct a baseline study for market prices of humanitarian aid goods and keep the catalogue and price list updated at least every three months;
• Follow the management of stocks (storage conditions, report, expiry date);
• Check delivery to the departments, bases and programmes;
• Follow the customs clearance of international freights.
Manage the equipment, communication means and pool of vehicles:
• Supervise allocation and use of equipment;
• Ensure installation, maintenance and repairs of the equipment;
• Update the equipment list of the capital;
• Supervise the management of the pool of vehicles if required: maintenance, daily planning, price fluctuations, administration (insurance, documents).
Renovation and maintenance:
Supervise the renovation and maintenance of structures needed for the functioning of the base (programmes, offices, house, warehouse) if required.
Support the documentation and monitoring of flow of materials to support project delivery.
Assist in maintaining accurate registers of the assets and property of the mission and ensure that accurate office systems are in place and maintained.
Support the correct storage, use and maintenance of operational assets.
Draft, negotiate and control the issuing of localised contracts with the advice of local lawyers if required.
Communication, coordination, and regular liaison with vendor/ supplier/ contractors.
Support with recommendations for the development of activities and projects.
Work closely with Syria Operation field team to develop thorough understanding of the working environment and avoid knowledge and performance gaps.
Be aware of humanitarian and development efforts carried out by different groups and share relevant information to avoid duplication of efforts and promote affective collaboration between organisations.
Abide by the NGO/ Red Cross Code of Conduct, the People in Aid Code, HAP, and Islamic Relief’s policies and procedures.
And any other duties assigned by Head of Mission or required by the nature of the operation.
V) ACCOUNTABILITIES
• Ensure accurate documentation of field office in collaboration with logistics, and finance personnel.
• Work independently to complete tasks as directed from supervisor and on own initiative.
• Make responsible recommendations on operational support and project delivery to supervisor based on available resources and access to affected communities.
• Represent IR when working with affected communities and meeting with local authorities.
• Promptly report any challenges in project delivery or variance from procedure to supervisor.
• Proper use of financial resources, equipment and project utilities.
• Work in adherence to IR’s policies and procedures.
VI) PERSONAL SPECIFICATION
ESSENTIAL
Qualifications
High School Leaving Certificate
Knowledge/Experience
Demonstrable experience in a similar role and knowledge of administrative and Human Resources functions.
Skills
Excellent organisational and information management skills
Able to conduct rigorous checks on data and documentation.
Excellent communication skills - able to communicate and report both orally and in writing.
Ability to work on own initiative as well as part of a team
Communicates honestly, openly, and consistently. Shares information appropriately and who ensures that views of all members of the team are freely expressed.
Willing to be accountable for work conducted.
Encourages a positive rather than negative viewpoint.
Problem solving skills and self-management - able to form creative solutions in problem solving.
Ability to manage multiple priorities and work under pressure and to deadlines.
Good interpersonal skills and the ability to work sensitively with people from various cultural and social backgrounds.
Able to build productive working relationships with local/provincial authority figures, colleagues, and members of other organisations.
Strong numeracy skills with knowledge of budgeting and cost estimating are required.
Willing to adapt to IR’s norms and values without compromising personal beliefs and principles.
Languages
Fluency in English and Turkish (written and spoken is essential), and Arabic is desirable.
IT Skills
Excellent IT skills and use of Microsoft Office Word, Excel, and Powerpoint.
DESIRABLE
Qualifications
Under-graduate degree preferred.
Knowledge/Experience
Experience working with I/NGOs.
Knowledge and understanding of humanitarian/development issues
Knowledge of national supply chains.
Skills
Own vehicle and valid driving license desirable.
Disposition/Approach
Able to work flexible hours when necessary to carry out task completion.
Flexible & patient.
Ability to work on your own initiative as well as a part of a team.
Applicants should be able to show a good understanding of humanitarian principles and sympathy with Islamic Relief’s values, as well as a commitment to Islamic Relief’s vision and mission.
Energetic and able to operate in situations which may be arduous.
Interests
Humanitarian relief, development, Disaster Risk Reduction, Community Development, Information Management etc.
Personal Specification will be judged through: Application Form, Interview, Documents.
How to apply:
If you are reliable, service minded, discreet, and dedicated and a highly motivated professional, with a strong commitment to IRW’s values and beliefs,
• please apply by downloading the application form from this Link and forward the completed form to Syria.Mission@irworldwide.org on or before the closing date.
Application procedure:
• Interested applicants that possess the personal specifications mentioned above may apply by completing the attached job application and send it to Syria.Mission@irworldwide.org before 19th Mar 2016 at 4:30 pm.
• Please complete all the application and send it before the deadline, as any incomplete or late application will be refused.
• You may attach your CV with the application if you like, but CVs alone are not accepted without the complete application.
• Please rename the application file before sending it with your name and the position that you are applying for, and save it with the same format (Word 97-2003 Document).
• For example: (Ahmed Essayed Mohammed - Project Officer.doc)
• Submitting this application does not represent any responsibility on the organization of any kind, and the organization has the right to set standards as it deems appropriate for the job according to the information available about all applicants, and to select candidates who will attend a job interview from among the applicants in accordance with those standards.
• If you have any query regarding the application, please send it to Syria.Mission@irworldwide.org