Procurement Manager At Oxfam

OXFAM KEDV in Turkiye

Contract type: National fixed term 6 months contract with possibility of extension (for Turkish nationality or those who have work permit)

Reporting to: Supply & Logistics Coordinator

Staff reporting to this post: Procurement officers

Budget Responsibility: Delegated budget authority for logistics expenditures

Locations: Gaziantep

*This is a Rapid Recruitment – we would undertake shortlisting and interviews as applications come in and may appoint before a closing date.

Shaping a stronger Oxfam KEDV for people living in poverty.

Oxfam KEDV Purpose

To work with others to find lasting solutions to poverty and suffering.

Oxfam is a global community who believes poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Team purpose

The Logistics Team for the earthquake humanitarian response is responsible for ensuring efficiency and effectiveness in delivery of Oxfam KEDV’s operations in Gaziantep, Urfa, Maras and Hatay through management of the Oxfam KEDV logistics processes and procedures.

Job purpose

The role of the Procurement Manager is to work as part of the Logistics team, managing all responsibilities related to supply and procurement, supply staff, and support management of procurement processes and implementation of sourcing strategy as well as e-procurement tools.

Dimensions

• Impact of work always affects the department, usually the programme
• Manages resources within defined boundaries or a specialist area, which may include people, assets, and/or budgets.
• Provides professional advice to senior managers on areas of work covered in their remit.
• Influences the development of strategy and ensures and supports operational implementation.
• Develops solutions to diverse and complex problems within organisational policy.
• Interprets and applies operational and specialist information in a variety of formats from a variety of sources.
• Has the flexibility to anticipate and resolve challenges within corporate or divisional parameters, with moderate scope.
• Contribute to and influence operational planning.
• Influence managers, staff, and volunteers in Oxfam KEDV and develop effective networks with external bodies.

Key Responsibilities

People management and development

• Manage the procurement team in the Gaziantep office, providing strategic direction and support, as well as ensuring compliance.
• Performance manages supply staff according to Oxfam’s performance management system, working together with Humanitarian and development Programme Managers for staff in the line management to set objectives, develop capacity, and evaluate performance as requested.
• Support field procurement teams in achieving and maintaining minimum standards in procurement work.
• Provide advice to line managers and operational in terms of procurement, supply chain, and supply planning.
• Plan and implement an effective purchase order management and tracking system, organize schedules for Framework, bulk, and any other economical strategic purchases.
• Support staff in their career development and progression
• Contribute to the recruitment process, manage the process of logistics induction and training of newly recruited staff.

Procurement

• Plan, organise and co-ordinate all procurement activities, in line with Oxfam KEDV standards and procedures and donor requirements
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
• Review all requisitions and feedback to requesters regarding accuracy and processing status.
• Coordinate all local and international purchases to ensure compliance with policy and customs regulations.
• Identify new sources of procurement to identify the most cost-effective purchasing routes to meet the programme’s needs.
• Oversee the implementation and monitoring of procurement processes and ensure conformity to procedures and timely delivery of goods and services.
• Coordinate communication with the field projects and Istanbul office, providing technical advice on supply, procurement software, and procurement policies.
• Follow through purchasing schedules and ensure proper documentation trail is maintained.
• Directly involved in tender or other procurement process where necessary.
• Working with stakeholders to define specifications and decision-making criteria for all tenders as well as undertake the tender process as required.
• Prepare and follow up on all IPOs submitted to Istanbul office.
• Liaise with warehouse responsible (internal or external to Oxfam Kedv) for the issue of GRNs upon receipt of delivery notes.
• Follow up sent waybills with the consignee in the country to ensure that deliveries are confirmed (GRN).
• Willingness to travel to project sites in Maras, Antep, Urfa and Hatay for technical advice, support, and training.
• Take up any additional responsibilities assigned by the line manager.

Import/Export handling

• Imports: Receiving customs shipping documents and forwarding to clearing agent for processing; coordinating all tax exemptions and other required legal processes; pro-actively advising clearing agent on Oxfam’s position on duties & taxes for individual shipments, and day-to-day communication with clearing agent/freight forwarder on status of shipments.
• Exports: Coordinate with the warehouse officer to prepare import/export customs documents (gift certificate, packing list, commercial invoice); organize deliveries to the warehouse for onward shipping to destination; organize Insurance as required, and update information in the

Contract and Supplier management

• Participate in the review of all commonly procured services and goods and establish framework agreements to increase operational efficiency.
• Manage all contracts for supplies and services in collaboration with the compliance manager to ensure continuation in the supply chain.
• Maintain an active contract Register in a system.
• Sending award and rejection letters.
• Checking out legal requirements and negotiations for a lease agreement
• Analyse external markets and keep a list of qualified suppliers and maintain a network with external stakeholders and review vendors and service providers periodically for cost-effectiveness and quality.
• Issue pre-qualification documents to evaluate suppliers and register suppliers in a system.
• Participate in Supplier selection and ensure suppliers are selected taking into account both businesses requirements and ethical standards.
• Lead on the evaluation and negotiation of payments and credit terms for all new and existing suppliers.
• Manage supplier relations, reconcile the account, and close outstanding PO in a system.
• Manage chain of custody of all supplier documents and ensure archiving both soft in a system and hard copy.
• Ensure quick follow-up of payments for supplies/services to manage accruals and cash flow effectively.

Coordination

• Coordinate and liaise external stakeholders (Local government, IMPACCT, UN Agencies, INGOs) to ensure procurement efficiency.

Reporting

• Weekly status updates of orders for the whole humanitarian response (procurement tracking report).
• Prepare and submit monthly procurement expenditure and narrative report.
• Input Key Performance Indicators.

Skills and competences

• Qualifications and/or extensive experience in procurement related skills as listed above (producing supply plans and managing supplies, including quote & tender process management, team management and support).
• Strong analytical and strategic planning skills.
• A proven record of effective management of people and resources, including planning and organisational skills.
• Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Experience of management/supervisory responsibilities, including support to development of others (including mentoring/ coaching, and team building experience).
• Previous overseas work experience, ideally operational and non – operational programme management context.
• Good written and spoken English is essential.
• Experience in insecure environments, and knowledge of the principles of security management.
• Sympathy with the aims and objectives of Oxfam KEDV.
• Commitment to humanitarian principles and action.
• Commitment to Oxfam KEDV’s equal opportunity and gender practice.
• Demonstrated experience of integrating gender and diversity issues into logistics programmes an advantage.