Turkey: Logistics Coordinator

OVERALL DESCRIPTION

GOAL has been working in Syria since 2012, responding to the acute needs of conflict affected communities. GOAL is working in Idlib Governate, in close coordination with local partners, delivering food, non-food and cash voucher programming to highly vulnerable populations, and has expanded programme sectors to include the provision of Water, Sanitation and Hygiene (WASH) to those most in need.

Overall Objectives of the position:

The Logistics Coordinator directly oversees the Logistics Department in both Turkey and Syria, 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 Procurement and Logistics Managers and through them the rest of the Logistics Team in Antakya. The Logistics Coordinator is the technical manager for the Field Logistics Manager based in Harem (who is line managed by the Area Coordinator). Through these direct reports the Logistics Coordinator is responsible to:

Coordination & Information Sharing:

• Ensure proper supply chain management practices and procedures are in place and maintained according to GOAL standards – to include sourcing and procurement, warehousing, transportation and commodity distribution systems.
• Oversee the capture of pipeline information, and the supply chain 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

Procurement:

• Support the Procurement Manager to develop and implement cost-effective strategies to save time and/or money through use of: framework contracts, improved coordination of purchasing and transport with programme coordinators and managers, establishment of restricted tender lists and other procurement modalities,
• Support the Procurement Manager liaise effectively with programme staff in proposal development and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement procedures.
• Ensure donor procurement procedures and other donor guidelines as they relate to procurement activities are strictly adhered to.
• Liaise with Logistics teams in other NGOs to compare and contrast material cost and quality to ensure that GOAL is achieving excellent value for money.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.

Warehousing:

• Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements.
• 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
• Oversee 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.

Fleet:

• Oversee the management of all transport and fuel issues; 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 and stock 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 monthly core cost budget versus actual with the DHOS and/or ACDS and AC and support in the preparation of the annual core costs budgets for GOAL Syria and revisions as needed,
• 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 procurement (OTS), stocks (SMS), assets (FAR), DIK and fleet reports are correct, produced on time and shared with program managers, program coordinator and ACDs.
• Ensure that the monthly logistics report is submitted to HQ, through the ACDS in a timely manner
• Assist as required for end of grant reports

Capacity Building

• Advocate and plan for professional development for expat and national staff.
• Determine 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,
• 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 with an INGO/International Agency with significant procurement and import/export experience
• Masters degree in relevant field (global logistics etc.) preferred or significant relevant international experience
• Fluency in spoken and written English is essential
• Fluency in spoken and written Turkish is an advantage
• Fluency in spoken and written Arabic 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
• 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

Interested?

If you would like to apply for the above position, please send your CV and covering letter to syriajobs@sy.goal.ie ensuring that the job title and location of the role are clearly stated in the subject line of your email/letter. Thank you for your interest.

Note:

GOAL has a Staff Code of Conduct 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 a**reference check**. GOAL is an equal opportunities employer and encourages applications equally from both men and women.*

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