Turkey: Logistics Coordinator- Turkey

Country: Turkey

Location: Ankara

Duration: 12 months

Description

GOAL is an international NGO operating across the globe. Our mission is to work towards ensuring that the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food, water and sanitation, healthcare and education

General Description of the Program

GOAL opened an office in Turkey in 2012 and began working inside Turkey in 2014, responding to the needs of refugees displaced from Kobane. Subsequently, GOAL has worked towards creating a multi-donor programme in the southeast region with a particular focus on health care programming, whilst also incorporating a new protection programme.

Overall Objectives of the position:

The Logistics Coordinator directly oversees the Logistics Department in Turkey, ensuring maximum efficiency, effectiveness, flexibility and responsiveness to the needs of the programme while adhering to donor and GOAL’s logistics procedures and regulations. The Logistics Coordinator will ensure that appropriate capacity building is given to both the field logistics team and partner agencies.

The Logistics Coordinator is responsible for the line management of both the Project based logistics staff and procurement staff.

Procurement:

• Ensure smooth and timely delivery of procurement services for internal stakeholders. Oversee the procurement officers and maintain highest standards in relations to practices and procedures as outlined in the GOAL Logistics Manual.
• Conduct verification of all procurement conducted by the Procurement staff and ensure final check is conducted on Payment Requests for completed procurements
• Assist and advise on the preparation of timely, accurate and reasonable procurement plans for new proposals.
• Allocate and distribute new requests for procurements between existing team.
• Ensure high quality maintenance of procurement records such as the Order Tracking System, Vendor Rosters, and Market Surveys etc.
• Imbue an organisational culture of best practices, anti-fraud and corruption within the procurement department and prepare and implement a rigorous system of independent spot checks on all aspects of procurement.

Coordination & Information Sharing:

• Ensure proper Logistics management practices and procedures are in place and maintained according to GOAL standards – to include warehousing, transportation and commodity distribution systems.
• Oversee the capture of pipeline information, ensuring that Programme staff are well-informed and well-prepared for incoming goods and material. Ensure timely reporting on stock status, to help Programme staff with planning of stock replenishment and that tracking through to the end-user has occurred.
• Ensure the Logistics Checklist is completed for all new proposals
• Liaising with Programme managers on the need for programme staff to do regular stock checks of the warehouse on the commodities

Warehousing:

• Ensure that any storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements, including food commodities when necessary.
• Ensure stores systems and procedures are in place to adequately manage and report on stocks in compliance with GOAL’s Logistics Manual and in accordance with donor requirements,
• Ensure daily warehouse reports, Stock Management Sheet’s, stock counts and all stock records are recorded on both paper and in electronic format
• Ensure Oversight of stores record reconciliations; comparing stock data with procurement statistics and distribution data from programme teams,
• Ensure all standards and exercises for stock accountability and records are in place and managed,
• Ensure that stock utilization and replenishment systems are adequate to maintain an adequate supply of basic commodities to facilitate the smooth operation of the programme.
• Liaise with programme staff to ensure stock usage and distribution at end of grants

Fleet:

• Oversee the management of all transport and fuel issues; responsible for ensuring that:

• vehicles are driven safely and maintained appropriately,

• vehicles are insured,

• all damages is reported accurately and timely,

• ensure that vehicle equipment (first aid kits, communications etc.) is complete and serviceable;

• Fuel usage is correctly managed, logged, recorded and analysed.

Premises:

• Oversee an effective systems for the maintenance and security of all GOAL Offices, residences and stores and ensure they conform to recommended insurance, health and safety standards.
• Ensure that sufficient accommodation is maintained for all GOAL expatriate staff; leases, premises insurance etc. is updated in a timely fashion.

Assets:

• Ensure that all communications equipment is operational, used in line with communications equipment policy and that requisite training is provided to staff on usage protocols
• Liaise effectively with programme and finance staff on the cessation of grants to ensure assets are disposed of in accordance with GOAL policy and donor regulations
• Oversee the maintenance of a live, up-to-date Fixed Asset Register ensuring all assets are labelled and current locations of all assets are known and reported,
• Ensure that the system of controlling assets movement between personnel, programmes and locations within the country is in place and working adequately.
• Ensure appropriate disposal of assets as required in accordance with GOAL and donor guidelines,

Budgets & Financial Management:

• Review the logistics core cost budget versus actual with the Systems Director and support in the preparation of the annual core costs budgets for GOAL Turkey and revisions as needed,
• Assist in the management and Budget for, monitor and administer all Logistics Lines in donor budgets,
• Participate in Budget Management Meetings as required,

Staff Management:

• Ensure that guidance, mentoring and monitoring on all GOAL logistical procedures and policies are given to all the logistics team, in particular the field logistics team.
• Ensure performance management systems are in place for all logistics staff including training plans.
• To maintain and update all Job Descriptions of logistics personnel to ensure adequacy, standards and compliance.
• To liaise and coordinate with the HR Manager on personnel issues including recruiting and discipline procedures of staff in accordance with GOAL HR policy and Labour Law
• Ensure that Logistics succession planning is developed in coordination with annual planning.

Reporting:

• Ensure stocks (SMS), assets (FAR), DIK and fleet reports are correct, produced on time and shared with programme managers, programme coordinators and SMT
• Ensure that the monthly logistics report is submitted to HQ, through the Systems Director in a timely manner
• Provide assistance as required for end of grant reports related specifically t stock and assets, and ensure that reports are submitted to the programmes staff in sufficient time for actions to be addressed

Capacity Building

• Advocate and plan for professional development for staff.
• Determine and carryout/support training and capacity building needs of GOAL partner organizations.
• Determine, provide input, and deliver where applicable, training for GOAL staff and GOAL partners’ staff to increase their knowledge and responsibilities in order to ensure sustainability of programs.

Representation

• Develop external stakeholder liaison/relationships to maintain linkage with other NGOs, UN, etc.
• Represent GOAL on the Logistics Work Group to ensure adequate information sharing, address common concerns/problems and seek solutions

Other Responsibilities:

• Assist on internal and external audits and follow up on recommendations, ensuring corrective measures are put in place and understood by all,
• Ensure that all logistics comments from the internal and external audit are addressed and completed
• Develop and implement logistics risk management plans including stock level and supplier management,
• Ensure that adequate anti-fraud procedures are in place minimising the potential for abuse of GOAL’s logistics systems.
• Any other duties as required

Requirements

• Minimum 3 years’ experience in logistics management or similar management experience with significant administration experience in an international field
• Fluency in spoken and written English is essential
• Fluency in spoken and written Turkish is an advantage
• Good interpersonal and motivational skills Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
• Previous experience in remote management is highly desirable
• Flexible/motivated
• Experience in budget management and advantage
• Ability to work under pressure with limited supervision
• Team player and problem solver
• Experience in managing staff and ability to operate in an insecure and dynamic environment

GOAL has a Standards of Integrity and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.

Apply for this roles here: https://www.goalglobal.org/careers?gh_jid=265310