Procurement and logistic Associate / Syria – Aleppo – Azaz Office At Islamic Relief

VACANCY REFERENCE: P&LA-AZ-043

JOB SUMMARY

JOB PURPOSE:

Reporting to the procurement & Logistics Officer, the Logistics Associate is responsible for the efficient management and communication of procurement &logistics functions for UIYV offices in Syria. The procurement & Logistics Associate will assist in the cross-border movements and will help the procurement & Logistics Officer in their daily administrative tasks whilst ensuring compliance with policies,

FUNCTIONAL RESPONSIBILITIES & TASKS:

• Assist in managing a local emergency stockpile and goods consolidation point to permit the rapid movement of humanitarian supplies.
• With the logistics team, prepare appropriate forms for warehouse management and designation of project and maintenance materials ensuring approval by the appropriate UIYV staff, in consultation with the Finance team and Operations Team.
• Work closely with logistics and operations teams to provide timely response for the stock receiving and dispatch requests.
• Assist on preparedness for emergency response.
• Assist in conducting field price surveys through visits to suppliers at their locations.
• Assist on expanding the list of potential suppliers through regular field visits for various project materials, ensuring effective communication with suppliers (notifying them of the remaining contract duration for supplied materials, notifying them of remaining materials from the contract, and efficiently coordinating sample receive or delivery after purchase completion, as well as following up on bid securities matters).
• Assist on following up the documentation for procurement processes to facilitate accurate and proper project documentation.
• Regularly evaluating local market material prices or upon request, as some procurement requests do not reflect accurate or realistic market prices due to the inability to conduct such verifications and assessments on a regular basis.
• Assisting in archiving procurement operations meticulously and maintaining a permanent electronic copy for easy access.
• Participating in purchases and overseeing operations, fulfilling the role of the procurement.
• Compiling a technical supplier list, which will be used in every technical evaluation of suppliers on the shortlist for each tender to evaluate suppliers efficiently and quickly.
• Assist in maintaining an item list, which includes the latest materials contracted with their detailed specifications and individual prices, serving as a database for future purchase requests and acting as a reference.
• Assist in monitoring fieldwork execution by verifying schedules and time frames for each contract and the quantities delivered for each project, contract, and supplier.
• Any Other duties or responsibilities assigned by the Supervisor.

Knowledge, Experience, and Qualifications

• A degree in supply chain, Business Administration, or related Study
• Three years’ experience of working for a humanitarian aid organization in similar position.
• Problem solving skills.
• Analytical skills.
• Culturally sensitive.
• Demonstrates the flexibility and energy that is required for a high level of self-management and awareness.
• High degree of communication skills
• Quick response while working in fast-moving environments providing accurate and timely information to a high standard.

Language

• Arabic Native Speaker
• Good English language
• Turkish language will be an advantage.

IT skills

• Very Good computer skills.
• Proficiency in the internet and search tools.
• Proficiency in MS office (Excel and word are a must)

Personal Attributes:

• The incumbent must also demonstrate the following personal attributes:
• Be honest and trustworthy.
• Be respectful and flexible.
• Possess cultural awareness and sensitivity and demonstrate sound work ethics.