Procurement Manager at GOAL

General Description of the Programme:

GOAL is an international emergency and development NGO dedicated to alleviating the suffering of the poorest and most vulnerable. GOAL was established in 1977 and is currently operational in 13 countries world-wide. GOAL has been working in northern Syria since 2013, responding to the acute needs of conflict-affected communities both through direct implementation and through partners, delivering food, non-food programming, water, sanitation and hygiene (WASH) services. GOAL has been contributing to the urban refugee responses in Turkey since 2016 with a focus on enabling access to health service and the protection services for vulnerable and marginalized asylum seekers in Turkey.

Overview of the Turkey Program

Currently, GOAL Turkey has two projects (ECHO funded LINK and PRM funded GREEN),

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.

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.

Procurement Manager will be managed by the Deputy Head of Systems. The position holder will be supporting and working in close collaboration with Turkey Program teams, Procurement Department head. Overall, she/he will be responsible to maintain an effective, efficient, compliant, safe, secure, operating environment to support smooth running of field offices and daily operations including following up with systems needs of the Turkey programs.

Job purpose:

ECHO funded LINK and PRM funded GREEN programs, respectively. The PRM funded Green program is implemented in Mersin, Hatay and Adana provinces. Whilst the ECHO funded LINK is implemented in Mersin, Adana, Gaziantep and Şanlıurfa.

GOAL seeks a Procurement Manager to work for Turkey Programs to support the effective operation of the GOAL Turkey Systems Department by managing/assisting with timely and efficient local and regional procurement for Turkey programme activities, in accordance with GOAL Procurement policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM). This position technically supported by Procurement Department, and line managed by DHOS in a matrix structure.

Duties, objectives and competencies:

Assist DHOS for planning up procurement works and conduct them staff under his/her line management in collaboration with procurement department, for Turkey program offices, Procurement works are included but not limited the following activities:

• Ensure all procurement activities are planned up front and followed and all procurement activities realised according to procurement and donor rules and regulations
• Plan and follow up procurement needs for Turkey program offices and, equipment, service and works in collaboration/cooperation with Program and Systems departments.
• Ensure that all procurement is carried out in a timely manner and in accordance with GOAL’s procurement manual,
• In conjunction with Finance teams, assurance is provided to GOAL’s management that GOAL’s procurement practices provide the highest value for money, through leading assurance and control framework
• Follow up procurement charts and authorization table accordingly.
• Ensure that all procurement procedures in Turkey program offices are effectively followed in compliance with the GOAL Logistics Manual and relevant donor requirements
• Assist Procurement Coordinator & GOAL HQ team with high valued procurement and national/international tenders;
• Manage procurement staff, distributing tasks (including but not limited to assigning PR’s) 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 PO, BA,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 & Sanction Checks (ATSC) file is complete and kept up to date, and ATCs for suppliers are renewed as per the ATSC Guidelines;
• 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;
• Maintain costing data to enable budget holders have easy access to prices for budget formulation;
• Advice the procurement staff the best procurement processes that can be applied according to Procurement Manual.
• Work on creating FWAs and finalising comprehensive and detailed procurement requests
• Implement improved systems and procedures for procurement as agreed with the Procurement Coordinator and DHOS;
• With the support of the Procurement Coordinator and the DHOS address issues related to procurement procedures that arise from internal audits and reviews;
• Arrange and follow up market surveys when required in coordination with Procurement Coordinator
• When assigned Purchase Requests finalise the procurement by following procurement process in compliance with the GOAL Logistics&Procurement Manual and relevant donor requirements;

Order Management:

• Liaise closely with Turkey Procurement team to ensure that the GOAL Syria Order Tracking Sheet (OTS) is always updated;
• 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 daily 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;
• Assist with the preparation of deliveries reconciliations and PRFs for monthly contracts;

Reporting :

• Contribute procurement updates to the Weekly Report;
• Prepare procurement data for the Procurement Report to HQ, as directed by the Procurement Coordinator and DHOS.

Human Resource Management:

• Manage performance appraisals /evaluation for procurement personnel;
• Liaise with HR 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:

• This position also requires visiting other offices in other cities related to procurement works.
• Contribute procurement updates to the Turkey Program Systems Weekly Procurement Report;
• Assist with translations for Procurement related documents when required;
• There can be at times manual handling and lifting needed.
• 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 and DHOS in the management and coordination of the Procurement Department in Turkey Program activities;

Reporting & Meetings:

• Provide weekly reports to the Deputy Head of Systems
• Request support from Technical Coordinators in Turkey on issues pertaining to systems functions
• Provide weekly reports to the Finance team in Turkey on all issues pertaining to Finance.
• Participate in weekly meeting with DHOS for planning/evaluating works

The above list of duties is not exhaustive list. The Procurement Manager is expected to complete additional responsibility and tasks as requested by the direct supervisor.

Requirements (Person Specification)

• Minimum three years’ experience in procurement management
• Degree in engineering, procurement or similar relevant field
• Experience of working in the INGO sector
• Excellent communication skills
• Solution focused, team player, able to work in a flexible, supportive manner to colleagues
• Motivated self-starter, able to make decisions and take action independently
• Competent computer skills, in particular MS Word and Excel
• Good English language skills

Requirements (desired)

• Working experience in the Adana, Mersin, Antakya, Hatay, Gaziantep and Sanliurfa areas
• Experience of working in the INGO sector in procurement

Interested? Then apply for this position via clicking on the “apply now” button and fill out the application form. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. Please note that only shortlisted candidates will be contacted.

Application deadline is: 9 June 2021.

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 requested from you at the application or any stage of the recruitment process, please inform speakup@goal.ie with the details immediately.

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 derhal speakup@goal.ie adresine detayları da içeren bir e-posta gönderiniz.

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.