Procurement Manager- AZAZ – SYRIA At GOAL

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

Job purpose:

To support the effective operation of the GOAL Syria Procurement Department by managing all local, national and international procurement in Turkey and to ensure that all procurement is conducted in accordance with GOAL Logistics policies and procedures, relevant donor requirements, and in the spirit of obtaining best Value for Money (VFM).

Duties, objectives and competencies:

Procurement:

• Ensure that all procurement procedures in GOAL Syria offices are effectively followed in compliance with the GOAL Logistics/Procurement Manual and relevant donor requirements;
• Closely manage procurements; national tenders ensuring a timely turn-a-round time as well as managing PCOM’s
• Manage procurement staff, distributing tasks between them according to specialist areas, monitoring performance and providing on-going training in roles and procedures;
• Monitor the progress of all orders, in particular following up orders awaiting approvals to ensure they do not get delayed in the system;
• Check and approve procurement paperwork including but not limited to; EF,BA,PO,Contract,PRF prepared by relevant procurement staff;
• Manage the set up and maintenance of all procurement filing, electronic and hardcopy, and ensure that files are complete, correct and include all relevant documentation to meet audit requirements;
• Ensure that the Anti-Terrorist Checks (ATC) file is complete and kept up to date
• Organise regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process;
• Implement improved systems and procedures for procurement as directed by the Procurement Coordinator;
• Assist Procurement Coordinator to address issues related to procurement procedures that arise from internal audits and reviews;

Order Management:

• Manage the Order Tracking System (OTS) ensuring the report is circulated to all budget holders on a weekly basis;
• Ensure that the OTS captures all relevant information and dates;
• Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information is updated onto the OTS on a regular basis;
• Communicate to all relevant staff on orders awaiting approvals to ensure they do not get delayed in the system;
• Communicate to budget holders and requestors on any expected delays;

Finance & Procurement:

• Ensure Payment Request Forms (PRF) are raised promptly after delivery of supplies or completion of services;
• Check PRFs and ensure attached procurement files are complete, correct and have the relevant signatures before they are submitted to finance department for payment;

Reporting

• Contribute procurement updates to the biweekly Procurement Report;
• Prepare procurement data for the Monthly Procurement Report to HQ, as directed by the Procurement Coordinator;

Human Resource Management:

• Manage performance evaluation for procurement personnel;
• Liaise with HR/Admin Officer in recruiting and discipline procedures for procurement personnel in accordance with GOAL HR policy; and
• Manage annual leave of procurement staff and ensure that there are sufficient procurement staff on duty at any given time to avoid interruption to the operations of the Procurement Department.

Other Duties:

• Provide procurement systems and procures briefings to new starters, and conduct inter-department training where required;
• Any other duties as directed by the Procurement Coordinator in the management and coordination of the Procurement Department;

Essential Requirements:

• Tertiary diploma in relevant area (procurement, logistics, or administration) and/or equivalent years practical work experience in a relevant field.
• At least 4 years of relevant work experience in areas such as procurement, logistics, office/business administration in private or government sectors;
• Priority for those who live or are from N.Aleppo.
• At least 2 years experience as Procurement or logistic management role in senior position
• Have experience in remotely work
• Supply Chain training or Procurement training attendance
• Proven ability to develop staff and provide training on systems and procedures;
• Committed team player and ability to work within a multicultural team;
• Ability to understand and implement organisational and donor policies;
• Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel);
• Ability to manage and prioritise a varied workload in a in a dynamic work environment;
• A flexible approach to work and willingness to take on extra duties, work additional hours or on weekends as required;
• Excellent attention to detail;
• Trustworthy and honest;
• Ability to write, speak and work in English.

Desirable:

• Previous work experience with an International Humanitarian NGO;
• Basic technical knowledge in an area of Humanitarian Logistics; (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), or other); and
• Turkish or Arabic language skills.