Desired start date: 1st /10/2022 Duration of the mission: 12 months Location: Raqqa
SOLIDARITES INTERNATIONAL (SI) has been working in Syria since 2012. The mission employs more than 340 staff and provide assistance to more than 1 million Syrians. The forecasted budget for 2021 is of 25 million. There are 3 implementing offices in Syria (2 in North East Syria/NES, 1 in North West Syria/NWS) with the coordination based in Amman – Jordan. In West of North East Syria, main current activities are related to WASH, FSL and shelter, with nexus approach (emergency to early recovery and rehabilitation).
The NES programs provide an integrated assistance in the WASH, NFI, Shelter and Livelihoods sectors to displaced populations and host communities affected by the conflict. NWS programs are semi-remotely managed and provide WASH and NFI/Winterization support to affected populations.
Type and content of program: Syria mission is dedicated to work in areas recently and in challenging contexts to provide lifesaving activities to the population affected by the conflict. A turn from lifesaving activities to more post-emergency/development has also been undertaken.
Main current activities are related to:
- Lifesaving
- Wash – emergency package in IDPs settlements
- Distribution of NFIs and cash for vulnerable populations.
- COVID Response (WASH in Health, distributions)
Additionally, SI has a contingency and capacity to respond to emergencies in all NES.
- 2nd line humanitarian interventions:
- individuals’ houses rehabilitations
- WASH in camps and MPCA
- Early recovery and rehabilitation:
- Institutional rehabilitations and support: Water stations rehabilitations, capacity building of the Water Department,
- Rehabilitation of schools
- Rehabilitation of irrigation networks and support to farmers
Additionally, SI has some contingency and capacity to respond to emergencies in all NES.
About the job
The main challenges:
- Due to security reason SI is working low profile, which requires adaptation of the procurement process.
- Large volume of activities in various areas.
Priorities for the 2/3 first months:
- Draft and publish the second batch of tenders under Global Europe (Rehabilitation of Water Infrastructure)
- Follow-up the smooth running of rehabilitation related to first batch of tenders under Global Europe
- Carry out a market assessment for FSL activities
- Launch procurement for CIAA phase 2
- Initiate recruitment for a Supply Supervisor
Purchase Management
- Carry out a purchasing environment analysis at the local level.
- Establish and update purchasing timelines, taking into consideration procurement tables and procurement schedules for every project, operation timelines and contextual and procedural logistical constraints.
- Supervise procurement and ensure the respect of Solidarités International and Donors’ procedures.
- Managing received requests (PL) in LINK system from each department and follow up with needed validations.
- Received PLs, review received PLs and technical needs from the requester, and ask for modification if needed.
- Supervise the preparation of purchasing documents and draft the contracts.
- Participate drafting the call for tenders, and tendering process.
- Supervise purchasing and ensure that procurement documentation is complete and archived in keeping with Solidarités International procedures.
- Select suppliers and negotiate prices, deadlines, and delivery methods
- Review procurement files before sharing with coordination for further validations and liaise with Coordination supply team as necessary for validation of said procurement files.
- Organize and follow up transport of procured items up to requesting destination
- Ensure that purchasing documents are complete and well uploaded in LINK in keeping with Solidarités International procedures
- Ensure accurate and precise archiving of procurement files and regular archives shipment out of country for audit purposes.
- Ensure that budgetary lines related to logistics are monitored and observed
- Manage the PF follow-up tool: update, communicate to other departments (program), op FU.
- Ensure that dealings with suppliers are monitored
- Link with Finance Department to ensure payments to the Suppliers are properly managed.
Human Resource Management
- In link with the administrator, write and update the job descriptions for the staff his/her assignment base
- Define the needs of procurement staff at his/her base, and recruit according to the resources allocated
- Train, support and evaluate the procurement team at his/her assignment base
- Organize formal team meetings at regular intervals
Reporting/Capitalization
- Ensure the compilation of price and supplier lists,
- Ensure the compilation of data’s entry in LINK concerning local market and local suppliers
- Ensure that PFU is monitored, and that the status of each order is given to the person waiting
- Consolidate supply packs (Updated PPT, FRA Catalogue, PFU Export, CNT FU) at monthly basis and pass on to the logistics and/or supply coordinator
- Provide the logistics/supply coordinator with all information needed to draft intermediary and final reports
- Pass on purchasing reports for closed programs to the coordinators at the established frequency
- Control and send to Erbil the supply archives of the concluded projects
- Participate in Field internal meetings
Specific skills and experience:
- Minimum 2 years of experience managing humanitarian supply preferred.
- Experience developing procurement process with rigorous requirements and tight deadlines.
- Ability to work independently and meet deadlines with minimal supervision.
- Excellent organizational skills: the ability to multi-task, learn quickly, and work independently and productively in a fast-paced and detail-oriented environment.
- Excellent interpersonal and communication skills: the ability to effectively liaise with and motivate a variety of people in a multi-cultural environment and across various time zones
- Strong initiatives and anticipation capacities
- Demonstrated attention to detail and ability to follow procedures, meet deadlines and work both independently and cooperatively with team members
- Good stress management
- Prior experience in Middle East is an asset
- Fluent English (written, spoken and read) is mandatory
Management
The role will be managed by the Field Coordinator and will be part of the Raqqa base management team.
The Supply manager is managing 4 persons:
- 1 Deputy Supply Manager
- 3 Purchase Officers
A salaried post: According to experience, starting from 1980 euros gross per month (1800 base salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of 700 USD
SI also covers accommodation costs and travel expenses between the expatriate’s country of origin and the place of assignment.
Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of on 7 working days every three months. For a one-year assignment, the expatriate will have a 7 working days break at 3/6 and 9 month.
To these break periods, it is necessary to add the granting of 1 additional rest day per month worked > i.e. 12 days in addition for a 1-year contract.
Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
LIVING CONDITIONS:
Security level is high in NES justifying specific arrangements in terms of rules and movements in the areas of intervention.
The candidate will be based in Raqqa. She/He will live in the SI guesthouse(s). In Raqqa, living conditions are simple but highly improved with a few opportunities and places to socialize.