Turkey: Procurement & Logistics Manager

ABOUT HUMAN APPEAL:

Human Appeal international (HA) is a humanitarian, non-governmental and non-profit organisation that works in 25 countries around the world since 1991.

BACKGROUND:

Since 2012 HA sat up an office in Turkey. HA is an INGO that provides emergency aid and services to people affected by the conflict in Syria and Turkey. HA works in a variety of sectors which include; food and livelihood, WASH, protection, shelter, education and others. Human Appeal is working in partnerships with UNOCHA, WFP, UNICEF, ROTA. QC… etc.

Jop location: 70% Ankara 30% Gaziantep.

Job aims

– To ensure the effective planning and delivery of all transport for organizational activities, while monitoring effective vehicle maintenance and regular servicing.

– To manage the procurement team to source quotations and supplies/goods using professional, honest and trustworthy suppliers upholding our procurement procedures and conflict of interest policy.

Description

Logistics

– Manage and ensure all deliveries to each required site are completed effectively and all supplies are

accounted for.

– Ensure all guests are greeted on arrival and provided support throughout their time with HAT, and ensure any necessary bookings and transport are organized in advance.

Procurement

– Establish a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is provided to complete all necessary processes.

– Delegate to individuals within the team quotes to obtain, including on the weekly task plan.

– Ensure all procurement requests are completed correctly and the duties of collecting quotations are segregated amongst the team to prevent conflict of interest.

– Oversee the procurement analysis of all supplies/services ensuring detailed procedure and selection process is clearly outlined within the analysis section.

– Manage the delivery of goods/services to HAT ensuring all items are correctly accounted for by the team.

– Ensure all procurement follows the organizational procurement procedures and all orders are made

correctly with the right authorization.

– Provide agenda, organize for all procurement committee meetings with suppliers, detailing minutes of committee meetings.

– Support team members to present suppliers with procurement committee meetings. Ensure clear

documentation for supplier selection is obtained for auditing purposes.

– Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement

– Report to line manager any concerns regarding procurement processes.

– Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditions of the agreement and in need of sourcing or changing current agreements organize procurement committee to facilitate any necessary additions and changes.

– Conduct price checks on all procurement conducted and manage the team to negotiate strong value for money.

Vehicle Management

– Organizing all drivers and vehicles to provide efficient transport for all project teams.

– Ensure all drivers of organizational vehicles have read and fully understood the Vehicle Usage Policy and Vehicle Code of Conduct. In upholding this policy provide safety checks on vehicles- leaving the office and returning. Ensure all basic checks are completed on fluid levels and brakes on a weekly basis. These checks must be logged in Vehicle Maintenance Log Book.

– Manage the weekly vehicle timetable and communicate transport bookings with all drivers.

– Ensure all vehicle log books are correctly filled in for all journeys and checked against the Fuel Log on a monthly basis.

– Ensure all work on vehicles is checked on completion, all parts are replaced and vehicles condition has improved where appropriate.

– Manage vehicle usage ensuring all employees and drivers comply with the organization Vehicle Usage Policy, any accidents or damaged are fully reported to senior management.

– Ensure all vehicles are roadworthy and have valid insurance and COF.

Inventory

– Manage all supplies for the organization, ensuring the administration team are logging all incoming and outgoing supplies and any discrepancies are investigated and reported.

– Manage the process of procurement and delivery for project supplies to office/sites/training/events,

ensuring all items are logged in and any extra supplies are returned back to the office and logged correctly where necessary.

– Manage all First Aid supplies at the office/vehicles ensuring all staff have access to any necessary medical supplies where needed while logging any use.

Asset Management

– Organize quotations and payment of insurance and renew this annually.

Management

– Oversee the work of all support employees including, officers, assistants, gardeners, drivers, cleaners and security. Report any concerns, requirements and changes that may affect the work and safety of HAT.

– Ensure all supplies are available for team members. e.g: office supplies, gardening equipment and log books.

Other activities

– Ensure all office systems e.g. water/electricity are recharged and paid

– On a monthly basis ensure the ASSIST tasks are conducted in a timely matter.

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

• Bachelor degree in Business Administration, law, Social Sciences, or any other close field of specialization.
• Demonstrated at least 5 years of related experience, 3 of which at a senior management position.
• Significant prior NGO experience in logistics management, within a complex/large scale country programme and in emergency response/humanitarian environments.
• Substantial experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, and asset management.
• Experience of developing/implementing a complex supply chain to support different types of programs, and coordinating resources to meet the programme objectives.
• Experience of working in remote field bases with limited infrastructure.
• Proven track record in managing and supervising others in logistics, including training and capacity building.
• Ability to synthesize and analyse complex information, and make clear, informed decisions.
• Experience of advising and supporting others at all levels with logistics aspects of a programme, including strategic thinking and planning.
• Ability to build relationships quickly with a wide range of people, both internally and externally.
• Excellent planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Strong knowledge of Microsoft Excel required.

Fluency in Turkish & English, both verbal and written, required

Must be Turkish Nationality or has a citizenship

More Information

• Sector Civil Society
• Level Manager
• Highest Degree Master
• Experience 4-9
• Language Level Turkish (B2, Level 4, Intermediate ), English (C1, Level 5, Upper Intermediate)

Only local candidates can apply for this job.

Submit a CV, cover letter in English to hr.shm@humanappeal.org.uk with the subject title " Procurement & Logistics Manager ".

Please Note that only shortlisted candidates will be contacted by us.