Contract Officer At GOAL

General Description of the Programme:

GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.

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.

GOAL has two projects (ECHO funded LINK and Irish Aid) in Türkiye, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labour. LINK has been designed to address and mitigate protection concerns of the vulnerable / marginalized refugees through provision of critical information and raising their awareness on their rights, obligations and services available in Türkiye, by sensitization/capacity building (targeting key stakeholders and service providers, etc.) activities, and Case Management (CM) and Individual Protection Assistance (IPA) services to enable highly vulnerable refugees to access to basic, social and protective services available under the provisions of Temporary and International Protection regulations in Türkiye. On the other hand, Irish Aid grant is targeting earthquake survivors and providing humanitarian assistance to affected families.

Job purpose: To support the effective operation of the GOAL Turkey Procurement Department by conducting timely and efficient procurement for GOAL Syria / Turkey programme activities, in accordance with GOAL Logistics/Procurement policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM).

Duties, objectives and competencies

• Ensure that all procurement procedures for contract in procurement department are effectively followed in compliance with the GOAL Logistics/Procurement Manual and relevant donor requirements.
• Prepare electronic and hardcopy procurement files for each PR (Purchase Request Form) and ensure that all relevant paperwork is filed, original and scanned copies, as per GOAL Procurement Manual and internal audit requirements;
• Process contract of the assigned PR’s according to the GOAL Logistics Manual/Procurement Chart procedures.
• Obtain contract details by contacting the requesting department and ask their review & confirmation before proceeding with the signing process
• Notifying the line manager and the requester department for the FWA or contract that will be expired within 3- 6 months.
• Run ATSC (Anti-Terrorist Checks) to all new suppliers according to the procurement process.
• Complete Contract draft and review and obtain the necessary signatures for approval from budget-holders and suppliers.
• Fill in the OTS- Contract Management Page & FWA Page and complete any missing information.
• Ensure FWA Tracker file and folders in SharePoint are accurately organized.
• Raise PRF to Submit contract payments to finance and follow up partial payments monthly for the assigned
• Collect and check all payment document (GIDs, CMRs, Packing List, Cert. Origin, Invoice, etc.)
• Ensure that all chosen suppliers are registered on the GOAL Syria Vendor Roster, and update where necessary.
• In case any problem with payments to supplier get in contact with finance and try to solve the problem.
• Complete all financial paperwork, obtain the necessary signatures for approval and ensure payment to the supplier is affected.
• Maintain the Online Order Tracking System (OTS) for all PRs assigned
• Regularly conduct performance evaluation of all assigned GOAL suppliers based on criteria of reliability, quality and prices of goods offered, terms & conditions, after sales services offered, and warranty guaranteed.
• Assist in the preparation of Delivery Dockets (DD), gift certificates, transport documents, and arrangements for transportation of supplies to GOAL Syria Offices when needed.
• Fill out the Performance Tracker of the Suppliers sheet as per the evaluation results.
• Support the supervisor to have clear and organized Supplier list
• Update the GOAL Vendor List information in the OTS and, if necessary, the separately created list.

Other Duties:

• Contribute procurement updates to the Weekly Logistics Report;
• Assist with translations for Procurement Department when required; and
• General work in assisting in the overall process and day-to-day duties of the Procurement Department.

Requirements (essential)

• Tertiary diploma in relevant area (procurement, logistics or business administration) and/or equivalent year’s practical work experience in a relevant field.
• 4 years of working experience in total, of which at least 2 years of experience in the procurement and logistics department is required.
• Previous work experience with an International Humanitarian NGO;
• 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; and
• Ability to write, speak and work in English and Turkish.

Requirements (desired)

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

Please note that only shortlisted candidates will be contacted.

“Please note that GOAL does not charge a fee of any kind or any other financial obligation at any stage of its recruitment process (application, interview, processing, training, induction) or other fees, or request information on applicants’ bank accounts. GOAL does not work with intermediary institutions and individuals or employment agencies during the recruitment process. If any fee or payment is requested from you at the application or any stage of the recruitment process, please do not respond.”

GOAL’ün, işe alım sürecinin (başvuru, başvuruların işlenmesi, mülakat, eğitim, oryantasyon) hiç bir aşamasında hiç bir şekilde ücret talep etmediğini, başvuru sahibine herhangi bir finansal yükümlülük yüklemediğini ya da başvuru sahibine ait banka bilgilerini talep etmediğini unutmayınız. GOAL işe alım süreci boyunca hiç bir aracı kurum ya da kuruluş yahut istihdam bürosuyla çalışmamaktadır. Eğer başvuru sırasında ya da işe alım sürecinin herhangi bir aşamasında sizden herhangi bir ücret ya da ödeme talep edilirse lütfen yanıt vermeyiniz.

General terms and conditions

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

Thank you.