Procurement & Logistic Sr. Officer

Employee Type: Regular

Employee Category: Full Time

Report to: Procurement & Logistic Sr. Officer

Number of Reports: 1 monthly report + Ad-hoc technical reports

No of Positions: 1

About Mercy Without Limits:

MWL is a humanitarian, advocacy, non-profit organization dedicated to working with communities in order to overcome poverty. main priorities are aimed at empowering women, youth, people with disabilities, and children by enabling them to participate in economic, social, and civil spheres. We aim to protect women, youth, people with disabilities, and children’s rights by the constitution and legislation systems.

Job Purpose:

S/He has the overall responsibility for conducting and supervising the procurement and logistic processes concerning purchasing, documenting, storing, transporting, and coordinating depending on the authorized policies and procedures.

Key Responsibilities:

Procurement Process:

• To coordinate and complete all procurement activities in Gaziantep Office in Turkey and activities conducted in field offices in NWS.
• To contribute to the production of regular procurement reports and ensure that Procurement Tracking Sheet is accurate and updated, and the reports are provided as requested to the line manager.
• To coordinate and complete all procurement processes, including accurate documentation for tendering, contracts, and Purchase Orders.
• To manage all tenders procedures (preparing RFQ, advertisement, receiving bids and samples when applied, evaluating identification papers of the supplier, coordinating with technical and financial committees when opening the technical and financial files, communicating with the winner supplier to conduct the contract, sending apology letters to non-winner suppliers, ensuring the completion of purchasing the goods and services, receiving the invoice from the supplier, preparing GRN or CC, and preparing payment request).
• To prepare payment requests, coordinate with the financial department to ensure that the payments are paid to the suppliers, manage all payments on time, and verified under-delivery documentation and contracts.
• To ensure all procurement is carried out by the MWL procurement standard operating procedures, and donor requirements and the procurement-related files for documentation are maintained for reference.
• To support project managers in preparing procurement plans, and organize technical evaluations in cooperation with the technical committee.
• To organize and contribute to market assessments according to programs’ needs.
• To ensure the items and equipment required for projects are purchased and transported on time, in the required quality and quantities.
• Vendor Management (Supplier identification, Supplier rationalization, negotiate with suppliers to obtain the best terms which optimize quality, contracting, delivery, cost, flexibility, quantity, and service evaluation).
• To ensure that all suppliers’ screening is done according to MWL policy, or doner policy.
• To ensure that the procurement processes are fully documented, as soft copies, and in paper form.

Warehouse Management:

• To ensure the implementation, and evaluation of procedures related to the warehouse.
• To supervise field logistic officers and warehouses keepers and raise their efficiency.
• To establish an accurate and updated system for all warehouses, service providers, and transportation services.
• To prepare and develop a warehouse documentation system with all related forms.
• To organize the process of transporting materials for the organization in coordination with warehouses keepers, to and from the warehouses.
• To monitor stored materials and ensure their quality.
• To daily coordinate with warehouses keepers
• To assist in preparing transport and storage paperwork.
• To coordinate the transfer of materials from the cross border to Syria when needed.
• To assist in preparing the necessary paperwork for warehouses keepers.

Asset Management:

• To conduct an inventory check for the assets periodically and ensure their integrity.
• To ensure that the asset list is always up to date.

Fleet Management:

• To ensure that all vehicles are working according to MWL SOPs and policy.
• To ensure that all car log is accurate and up to date.

Sub-tasks related to:

• To supervise the process of training the staff in the head office and in the field.
• To submit a monthly report on the proper progress of work and its problems.

Note: the above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department organizational chart.

Qualification (Education/Work Experience/Languages):

Essential:

• Bachelor’s degree in Economics, Supply Chain Management, Business Administration, or related field.
• 3 years at least of work experience.
• Good Command in the English Language (4 skills: Listening – Speaking – Reading – Writing)

Desirable:

• Master’s degree in Economics, Supply Chain Management, Business Administration, or related field.
• 5 years at least of work experience.
• Good Command of the Turkish Language (4 skills: Listening – Speaking – Reading – Writing)

Competencies:

Core Competencies :

• Communication
• Teamwork
• Planning and Organizing
• Accountability
• Creativity, Flexibility
• Stakeholder Orientation
• Commitment to Continuous Learning
• Technological Awareness

Managerial Competencies:

• Leadership
• Building Trust
• Vision
• Managing Performance
• Empowering Others
• Judgment/Decision-making.

Technical Competencies:

• Remote Management
• Good understanding of complex emergency interventions and crisis contexts.