Procurement Officer At IYD International Humanitarian Relief Association

IYD – Humanitarian Relief Association

Deadline for applications: 11/08/2022

Position: Procurement Officer.

Location: Turkey-Gaziantep.

Working Area: Office.

About: IYD – Humanitarian Relief Association:

IYD is a Turkish, non-governmental, non-profit and has no political association working in various fields of humanitarian relief, development, and education.

IYD was established early 2013 in Turkey.

IYD was registered in 2014 with a license No. (34-203/022) and it has been working according to Turkish Organizations Law No. /5253/ under the name: ULUSLARARASI INSANI YARDIMLAŞMA DERNEĞI

IYD’s office are spread throughout Turkey and Syria as following:

• Turkey: Istanbul – Gaziantep.
• Syria: Aleppo – Idleb.

IYD vision:

In science and work, pioneers in developing ways of life to draw smiles and instill hope.

IYD mission:

To provide the best services to develop the affected societies, meeting the basic needs according to the international standards and within a unique ethical methodology.

Our values:

• Respecting others
• Transparency
• Teamwork
• Creativity
• Independency
• Neutrality

IYD strategic goals:

• Working on ensuring a decent life for all the affected people.
• Rehabilitation and construction of the damaged infrastructure.
• Securing the daily basic needs.
• Raising and revitalizing the capacities of the Syrian Civil Society.

JOB DESCRIPTION

Job Title: Procurement Officer.

Project / Department Title: Operations.

Direct supervisor / Reports to: Supply Chain Manager.

Job Purpose:

Procurement Officer will be responsible for the procurement of goods and services. He/she will conduct and carry out all procurement-related processes, including preparations of procurement documents, advertising, evaluation of the bids, communication with the vendors, finalization of the procurement process, and reporting.

Key Responsibilities:

• Responsible for coordinating and completing of all procurement activities conducted in the field offices in NWS
• For procurement under his/her direct responsibility, check that 100% of documentation received from Area-level is correctly signed, dated, and filed on IYD’s database according to agreed norms.
• Ensure all procurement is carried out in accordance with the IYD procurement standard operating procedures, donors’ requirements, and procurement-related files for documentation is maintained for reference
• Sit in the procurement committee that analyses procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices, and experience. Prepare tech evaluation form and procurement committee minutes of meeting
• Ensure that all procurement documentation is filed per the IYD standardized filing system
• Ensure the contract database is kept up to date and available to relevant staff.
• Organize regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process;
• Representing procurement department and will responsible for all PRs
• Pro-active follow-up on Procurement Plans to ensure that 100% of procurement conforms to IYD’s Procurement Manual or follows a procedure defined in a fully approved Waiver.
• Review PR Forms for procurement, requesting clarifications from Program if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g., Scope of Works, Technical Criteria, or Terms of Reference) have been provided.
• Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing.
• Actively follow up on ongoing Tenders, and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions.
• Match invoices, stock reception forms, and service completion certificates to contracts, file copy documentation, and transfer to Finance for payment.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on IYD’s database.
• Prepare a Monthly Procurement Report,
• Experience working with USG donors, particularly USAID, and familiarity with its rules and regulations
• Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information are updated onto the PRs tracking sheet on a daily basis.
• Carry out any other related duties as might be reasonably requested by the Supervisor

Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department organizational chart.

Qualification (Education – Work Experience):

Essential:

• Bachelor’s Degree (Master’s degree or equivalent) in business administration, public administration, engineering, law or another relevant field.
• Advanced level in English and Arabic

Desirable:

• Master’s degree in business development, marketing, or any other related field.
• 5-year experience in progressive experience in grants management, partnership, and proposal development in international relief or development programs.
• Native-like level of both English, Arabic, and a good level of Turkish.

Core, Managerial and Technical Competencies:

Core Competencies:

• Communication
• Teamwork
• Planning and Organizing
• Accountability
• Creativity
• Stakeholder Orientation
• Commitment to continuous learning
• Technological Awareness

Supervisor/Managerial Competencies:

• Leadership.
• Building Trust.
• Vision.
• Managing Performance
• Empowering Others
• Judgment/Decision-making.

Technical Competencies:

• Excellent writing skills in English at a native-speaker level; demonstrated ability to write and edit reports and proposals under tight deadlines.
• Proficient in Microsoft Office.
• Strong knowledge of the rules and regulations of major institutional donors such as ECHO, European Commission, US Government donors, and UK donors.