Turkey: Logistics & procurement Officer

Elaf for Relief and Development

was founded in May of 2014. It came out of the need to help the people still living inside Syria, who were either displaced or living in their homes with no access to food, medicine, education, and other basic necessities. Elaf started out with volunteers and with the help of personal donations began helping those surviving inside Syria, struggling to make it another day. We at Elaf work in hard to reach communities and our strength lies in the fact that we elevate the lives of those we help by “teaching them to fish rather than giving them a fish”. Elaf also sponsors over 10,500 orphans by providing for their education, food, as well as non-food items. Elaf supports 2 clinics, small to medium enterprises (SMEs) such as small farms, 2 bakeries, and 15 schools. Overall, we do projects that contribute to the development of those still living inside Syria, who have no one to turn to. The direct aid Elaf provides is food, shelter, clothing, fuel, gift-in-kind, vouchers, and even cash to those in besieged areas. Elaf achieves its goals through quality driven, purposeful and diverse projects that are implemented inside Syria.

Job Identification

Job Title: Logistics & procurement Officer

Location: Antakya, Turkey

Reporting Line: Logistics Manager

Job Status: Fixed term 6 months (extendable)

Responsible for the day to day management of ELAF and ELAF’s partner organizations logistic activities, Logistic activities are namely cross-border shipment, support to procurement, fleet management and warehousing which all should be in line with agreed & accepted ELAF Logistics, Warehousing, and Procurement practices and procedures.

Main Duties and Responsibilities

A-Logistics and Transportation

· Direct responsibility for shipments of the relief items, equipment etc. required by the field team in ELAF working areas.

· Plan and ensure all necessary arrangements and documentation for all the shipments are in line with ELAF procedures and practices.

· plan shipments of materials and coordinate with related institutions including the written and verbal communication.

· Closely monitor transportation activities and related documentations.

· Ensure the safety and the security of the shipping materials from ELAF warehouse to the final destination.

B-Procurement

· Make sure that ELAF For Relief & Development procurement policies and formats are properly used.

• Assists program and support staff on creating clear and understandable supplies requests (SR) and other documentation;
• Collects quotations and bids from the market for SR-s as assigned by manager(s) – as per ELAF For Relief & Development standards and formats;

· Compilation and preparation of status reports on deliveries for Programs, office Management and recipient of supplies

• Receive the goods as per the description on the supplies request/purchase order. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
• The Procurement officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to ELAF For Relief & Development and to not jeopardize its humanitarian mission;
• Knows the local market and available suppliers. Selects the best suppliers to request quotes from as per price, quality, and availability, compatibility with existing Concern supplies & after sales service.
• Uses all means of communication available in the most efficient manner to contact the suppliers and request the quotes.

· When required, provide support to partners’ logistics by reviewing their procurement documents to check if proper procurement process has been followed and full set of valid procurement documents availed to fulfil audit trail standard. Provide technical feedback whenever required.

· Work with partners’ logistics to ensure procurements performing under respective with ELAF are completed following ELAF procurement prosedures and donor requrement.

• Presents the procurement documents to the Finance Office and participate that payment is completed in a timely manner
• Make copy of completed procurement documents scanned / hard copy.

C-Vehicle Management

· Functional supervision of drivers ensuring daily vehicle checks are conducted, log books are used correctly, cars are kept clean and tidy, all relevant safety measures are taken before and during driving, and all duties are completed as per their Job Descriptions

· Ensure equal training opportunities for drivers and implementation of the ELAF PDR (Performance Development Review).

· Together with the Logistics Manager, plan weekly vehicle movements ensuring efficient use of vehicles.

· Closely monitor fuel consumption and manage fuel supply.

· Identify needs for tools, spare parts, vehicle contents, and regular maintenance of vehicles with a reputable mechanic

· Ensure vehicle insurance, licensing and documentation are in place and correct

· Actuate and ensure proper application of ELAF Turkey’s SOP Travel with Logistics Manager.

D-Supplies and Equipment Management:

· Receives all supplies and equipment and ensures correct documentation into ELAF records as per the ELAF Logistics manual.

· Maintains the ELAF Turkey asset register

· Ensure all ELAF equipment remains in good condition (including power supply, communication equipment, computers etc.).

E-Warehouse Management

· Supervise the offloading and stacking of the commodities.

· Control incoming goods both food and non-food commodities by such methods as physical counts, random check for both quantities and qualities according to purchase specification, rejection of any spoiled commodity or not meet purchase condition etc.

· Prepare tally sheet of received and dispatched cargo.

· Post daily dispatches of food commodities in daily stock movement tracking report system.

· Maintain accurate records of all stock held in the warehouse in accordance with the guidelines in ELAF’s Warehouse and Commodity Management Manual.

· Ensure good condition warehousing practices and maintaining cleanliness of storage and free from pest.

· Daily update records on stock cards, stock position report, and monthly stock position report and/or computerize inventory lists etc.

· Maintain accurate records for all movements of stock, in and out of the warehouse, including required documentation such as Goods Received Notes (GRNs) and Goods Delivered Notes (GDNs).

Person Specification (Essential)

Education, Qualifications & Experience Required:

· Turkish national only

· Degree level qualification, ideally in Logistics, Engineering or similar.

· Experience in documentation and record management is a distinct advantage.

· Excellent written and spoken English and excellent communication skills.

· Computer literate with good MS Office skills particularly Excel.

· Ability to work under pressure and to deadlines.

· Ability to negotiate.

· Flexibility to travel and work in remote areas if it is needed.

· Ability to work in a systematic and organized manner.

Special Skills, Aptitude or Personality Requirements:

· Friendly and affable.

· High integrity and demonstrated ability to follow standards and policies.

· Meticulous with attention to detail.

· Empathy with the aims and objective of ELAF For Relief & Development Turkey Program and humanitarian principles.

· Commitment to ensuring the protection of ELAF’s beneficiaries.

· Willingness to learn.

· Commitment to humanitarian principles and values.

ELAF STAFF CODE OF CONDUCT AND PROGRAMME PARTICIPANT PROTECTION POLICY

ELAF For Relief & Development has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of ELAF Staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected from them. In this context staff has the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with ELAF’s core values and mission.

Any candidate offered a job with ELAF For Relief & Development will be expected to sign the Programme participant Protection Policy and the ELAF Staff Code of Conduct as an appendix to their contract employment.

Any breach of ELAF Staff Code of Conduct or the Programme participant Protection Policy by employees of ELAF For Relief & Development during the course of their employment will result in disciplinary action up to, and including dismissal.

In case you meet the requirements and that you are interested in the position, please send your CV and Cover Letter in English to elaf.hr.sy@gmail.com before 26 November 2017 stating in the subject “Logistics & procurement Officer, Antakya“. Please note that the position may be filled before the deadline of submission of applications.

Only shortlisted candidates will be contacted.