Procurement Assistant – Syria – Northern Aleppo 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 PRM funded GREEN) in Turkey, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labor. 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 Turkey, by sensitization/advocacy (targeting key stakeholders and service providers, etc.) activities, 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 Turkey. On the other hand, Green program aims to improve socioeconomic inclusion, resilience and self-sufficiency of highly vulnerable/excluded women and girls from host and refugee communities (Syrians as well as those living in program locations under the international protection regulation) including nomadic communities and seasonal agriculture workers from both communities through integrated and market driven livelihood opportunities and protection services, including language courses and vocational skills training on greenhouse production and agriculture; case management (CM)/coaching services, establishment of a women cooperative, protection outreach, information provision and awareness raising; and provision of special needs and individual protection assistance services.

Job purpose:

To support the effective operation of the GOAL Syria Procurement Department by conducting timely and efficient procurement for GOAL Syria programme activities, in accordance with GOAL 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 in the Azaz offices are effectively followed in compliance with the GOAL Procurement Manual and relevant donor requirements.
• Prepare electronic and hardcopy procurement files for each PR (Request Form) and ensure that all relevant paperwork is filed, original and scanned copies, as per GOAL Procurement Manual and internal audit requirements.
• Process the assigned PR’s according to the GOAL Procurement Manual/Procurement Chart procedures.
• Assist analyse the specification of the supplies, works or services required and source potential, reliable suppliers who can meet these specifications.
• Prepare Enquiry Forms (EF)/Request for Offers (RFO) to obtain quotations/bids as per required process (single/negotiated/sealed/tender).
• Ensure that all suppliers have Anti-Terrorist security Checks (ATSC) completed, according to the procurement process.
• Assist complete Bid Analyses (BA) for review by the SPO, Procurement Manager or Procurement Coordinator, and arrange the necessary signatures for approval from budget-holders and finance department.
• Assist raise Purchase Orders (PO)to place the order with the chosen supplier and follow up the status of the goods, to delivery to the required location, as per the PR.
• Ensure that all chosen suppliers are registered on the GOAL Syria Vendor Roster, and update where necessary.
• Ensure that Goods in Dockets (GID) are prepared for all deliveries and attached to the procurement file.
• Assist complete all financial paperwork, obtain the necessary signatures for approval and ensure payment to the supplier is affected.
• Track the status of all PRs in an Order Tracking System (OTS).
• Assist regularly conduct critical analysis 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.
• Conduct market assessment and searching for new suppliers.
• Assist other departments to find out all the information about the materials to be purchased and the available specifications and conduct a market assessment.
• Follow up rental all offices, warehouses and building with logistic department.
• Conduct the payment to premises owners.

  Other Duties:

• Contribute procurement updates to the fortnightly procurement Report.
• General work in assisting in the overall process and day-to-day duties of the procurement Department.

Requirements (essential)

• University degree in (procurement, logistics, economy, business administration, management or any relevant specification).
• At least 1 years of relevant work experience in areas such as procurement, logistics, in private or government sectors.
• 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.
• Ability to write, speak and work in English.

Requirements (desired)

• Ability to manage and prioritise a varied workload in a in a dynamic work environment.
• Diplomacy and negotiation skills.
• Basic technical knowledge in an area of Humanitarian Logistics; (e.g. ICT; mechanics; construction; electricity; Water, Sanitation and Hygiene; or other).