Procurement and Logistics Officer

Job Purpose

To provide efficient and cost-effective support in the field of Logistics (Procurement, Fleet and warehousing where required) service for the Country Office, Turkey.
IFRC Standard Procedure for Procurement and Fleet are followed.

Job Duties and Responsibilities

Procurement

• Coordinate procurement of office supplies, goods, and services.
• Ensure that procurement of goods and services are in line with the Federation procurement procedures and ensure documentation compiles with full audit trail standards and provide advice on local sourcing of goods and services required.
• Ensure that reporting against working advance is arranged in a timely manner.
• Based on the approved requisition Prepare RFQ, send it to the supplier, get quotations within the time, review the samples as part of COC, prepare Evaluation report, Finalised the CBA and after getting approval, proceeding with issuing the Purchase order.
• Preparation of Procurement file for LPSCM Global Services Centre for Technical Approval for the procurement above the authorized limit at country level. Scanning of LR, RFP, Bid Documents, Technical Evaluation sheets, CBAs, Draft Contract, all correspondences with the suppliers and any other documentation demanded from LPSCM Global Services Centre.
• Maintain and update the Procurement Database and Supplier Database.

Contract management

• Be focal point for contracting processes with service providers from tendering to signing and filing agreements.
• Regularly review and update contract database
• Manage tasks related to preparation of all incoming invoices related Logistics & Procurement activities.
• Preparation, Draft and upload the contract in the E contract as per the templates.

Fleet & Vehicle management

• Line Manage and supervise the drivers and monitor their overtime schedule.
• Maintain all IFRC Operational Vehicles logbooks and check the fuel consumptions
• Monitor and prepare the Rental Vehicle Contract and Invoice
• Monitor the Vehicle Repair, Maintenance, and Insurance.
• Establish and maintain vehicle files and driver files
• Prepare and submit the monthly Fleet wave report in the fleet portal and maintain the communications with Fleet wave regarding Fleet wave registered car.
• Manage, collect and report working advance to handle petty cash relates to Vehicle, Drivers, Parking, and other contingency expense.

Contribute to building an effective, high-quality team, by:

1. Ensuring excellent collaboration with other Logistics/Procurement colleagues and other departments.
2. Participating in the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance

Education

Required:

• Diploma or First Degree in Supply Chain Management or Business Administration or a comparable mix of experience and course work

Preferred:

• Course in Office Management, business, and computer

Experience

Required:

• 3 years of professional experience in Procurement Management, Fleet Management and/or General Logistics or a suitable combination of experience and education

Preferred:

• Red Cross/Red Crescent knowledge and experience
• Experience managing a team
• Previous working experience with humanitarian organisation will be an added advantage.

Knowledge, Skills and Languages

Required:

• Proficient in MS Office; Microsoft Outlook and Word in Particular
• Knowledge in office management systems and procedures
• Able to work in a team
• High degree of integrity, discretion, and personal conduct
• Flexible and adaptable to changing working condition
• Self-motivated and proactive, with good judgment and initiative
• Ability to prioritize, meet deadline and work under pressures
• Fluently spoken and written English and Turkish

Preferred:

• Knowledge of Fleet Management and stock/warehouse management
• Good command of another IFRC official language (French, Spanish or Arabic)

Competencies, Values and Comments

• Communication
• Collaboration and Teamwork
• Judgement and Decision Making
• National Society and Customer Relations
• Creativity and Innovation
• Building Trust