Country Logistics Manager Syria At WeWorld

Position: Country Logistics Manager Syria

Responsible for: Logistic / Supply Chain Management of Syria Mission to ensure the efficient functioning of the department including Procurement, Fleet, Asset and Equipment Management, Warehouse Equipment and Premises Management, archiving and reporting

Location: Damascus, Syria

Deadline: 15/02/2024

Starting date: ASAP

Family Duty Station: NO

R&R: YES

Working context:

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld is an independent Italian organization that has been working in international cooperation and humanitarian aid for 50 years. WeWorld is present in Syria since 2011, with an emergency education intervention in favour of Iraqi refugees in Aleppo. The programme aimed at improving the quality and the accessibility of educational services for students, with special needs in 12 primary schools in Aleppo. Since 2014, WeWorld has been providing humanitarian assistance to the Syrian population and IDPs with interventions in different sectors such as Education in Emergency and Wash. At present, the main donors are EU (ECHO), individual countries (AICS) and United Nations.

Purpose of the Role

WeWorld is recruiting a Country Logistics Manager based in Damascus. She/He works under the direct responsibility of the Country Representative and under the technical management of the Logistics & Procurement Unit Manager. She/He works in coordination with: The Logistics teams, the Country Finance Manager, Syrian Programs Coordinators and the Projects Managers.

Main tasks and responsibilities

General Responsibilities

• Ensures strict application and respect of WeWorld and Donors procurement procedures and guidelines
• Adapts the Global Manuals and guidelines to the Country context
• Ensures the Logistics Department and its teams are involved and contributing in every step of the supply chain and project cycle to ensure efficiency
• Supports and build capacity the logistics staff working on the mission through specific training plans and follow up to scale up and augment current procurement and logistics capability
• Ensures HR setup is proactively and properly sized to the level of operations
• Ensures team respects HR and ethical standards
• Ensures smooth collection and/or dissemination of relevant logistics information at mission level by maintaining optimal coordination routine system and tools (meetings, reports, situation points…)
• Promotes and ensures a pro-active link between the programs and logistics team and plays an interface role when needed
• Strengths the presence in the Country for ensuring high level of collaboration with all the stakeholders (technical working group, partners forum, authorities, communities, vendors)
• Liaise closely where appropriate with Logistics Cluster, partner agencies, government and other relevant stakeholders to identify / leverage in-country common service opportunities where applicable

Procurement

• Supervises and support the management of Procurement Procedures in accordance to WeWorld Global Procurement Manual and Donor Guidelines from the planning to the completion
• Directly manages the high value procurement processes and all the other procedures in case of gaps or specific needs
• Establishes Contract Management routine throughout project cycle including the close follow up on complex Contracts
• Ensures procurement documents and files are archived and organized according to Archiving Guidelines to ensure effective organization and compliance for audits and reviews
• Creates Performance management processes for evaluating new/existing vendors and record information
• Establishes a specific Procurement strategy for ensuring high quality procurement processes and outputs
• Forecasts all upcoming launches and status updates as to balance the Procurement work load in accordance with projects goals and timing

Fleet Management

• Supervises the optimization of the fleet
• Ensures the respect of standards vehicle management procedures
• Supervises the general follow up of the mission vehicles and reports (consumption checks, maintenance movement planning…)
• Conduct spot checks

Asset/ Equipment Management

• Ensures the respect of standard procedures and ensure the implementation of specific controls/checks
• Ensures the correct management and the follow up of the equipment used on the mission (asset/equipment management database, coding, distribution, handover..)
• Ensures regular inventory are done and feed properly the mission’s procurement tactics

Warehouse and Premise Management

• Supervise and support the Logistics team to ensure the office has necessary supplies and equipment and all items are well maintained
• Provides advice and guidance on all warehouse management related matters and conducts on-the-job introduction to warehouse management

Reporting

• Centralizes all logistics information available on the mission and consolidates a monthly report
• Assess logistics intra and inter department reporting quality for accuracy, punctuality and effectivity and support logistics coordinator in deploying effective reporting structure
• Responsible for preparing supplies/service provider data base and draft resource map for existing projects
• Supervise the Procurement Plan creation and updating
• Input procurement data for Interim and final procurement reports in accordance to donor needs

Security Management

• Contribute to the implementation safety & security guidelines, SOP & plans
• Support the preparedness (check contingency kits, first aid kits etc.) to evacuation and contingency plans
• Participating actively to logistics and security coordination as well as information meetings

Bases opening

• Develop comprehensive plan for the opening of new bases in the Country
• Be responsible for the assessment of supplies and equipment required for the bases for running the activities
• Be responsible for the assessment, implementation of safety and security standards in collaboration with the security focal person for the new premises
• Be responsible for Proc&log structure for the new base in collaboration with the Country Representative and Logistics Unit at regional level, including ToRs, support HR in recruitment and capacity building of the new staff

Emergency response

• Responsible to collaborate with Project focal point for developing Emergency Response plan for the procurement and logistics activities and support
• Conducting market assessments to broaden the vendor database for efficient and effective procurement for emergency response
• Coordinate extensively with the cluster and working groups in the sector and also the government authorities for being update on current regulations and sharing of resources among the different actors

Job specifications

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Master or equivalent in Logistics / Procurement / Engineering
• Deep understanding of the Syria context
• Fluent in English essential

Professional experience

• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context
• Strategic Planning experience with strong analytical skills
• Representation experience with institutions and participation in coordination meetings
• Extensive experience in logistics and/or security management and procedures

Skills and Abilities

• Leadership, planning, organization and teamwork skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Interpersonal skills and intercultural approach
• Good listening and communication skills
• Good negotiation and conflict resolution skills
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism

DESIRABLE REQUIREMENTS

• Experience in large works contracts would be considered an asset
• Previous work experiences in Syria
• Knowledge of Arabic is an asset

What we offer

Type of contract: a first 6 (six) months contract subject to verification (achievement of specific objectives); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first period of collaboration.

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)

Others conditions: Personal Effects Transportation (12 months contract); First Accommodation (12 months contract); Tax Treatment: equal tax treatment between Italian and foreign residents is guaranteed

Annual leave: 2,5 days/month (working days)

R&R: 5 days each 12 weeks – Daily Allowance covers costs of expenses for food and accommodation

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

WHO WE ARE

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld works in 27 countries around the world, including in Italy, with more than 120 emergency, humanitarian aid and development projects. Its activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world. The organization operates in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. The organization operates also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.