Solidarités International
Desired start date: Jan 2023
Duration of the mission: 12 months, with possible extension
Location: Amman/ERBIL
Mission:
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The Amman office/Coordination office is managing the entire Syria mission and its operations in NES base with two locations in Raqqa and Amuda and in NWS with base in Allepo, Idlib and Azzaz. SOLIDARITÉS INTERNATIONAL provides access to drinking water, sanitation and hygiene (WASH) to displaced Syrians and their hosts.
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SOLIDARITÉS INTERNATIONAL adapted its strategy for the provision of water, sanitation and hygiene services, restoring water networks, with the aim of reducing and then stopping the supply of water by truck. In addition, SOLIDARITÉS INTERNATIONAL is now leading a major consortium of international actors involved in health, WASH, shelter, protection, livelihoods and emergency response activities in north-eastern Syria. This strategy was made possible by unique and unprecedented access conditions negotiated by SI in the intervention zones.
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In the North-East, SOLIDARITÉS INTERNATIONAL is expanding its interventions to the Food Security and Livelihoods sectors to work towards greater resilience of the populations. Today, SOLIDARITÉS INTERNATIONAL and its partners are responding to both emergency and longer-term needs in north-western and north-eastern Syria.
ABOUT THE JOB
General objective:
- Under the supervision of the Deputy Country Director-Support NES, the Supply Coordinator is the head of SI procurement center for NES and as such carries out the procurement management for the bases in North East Syria, in compliance with donor and SOLIDARITES INTERNATIONAL procedures.
- He/she ensures the supply and delivery for the bases according to the requests received.
- He/she manages the supply department in order to ensure the smooth running of SI Supply operation and to facilitate the procurement treatment time for the NES activities. He/she is charged with ensuring that the SI and donors procedures are respected.
- He/she supports monitors and trains the members of his/her procurement team.
- He/she is the Desk focal point regarding all procurement topics for NES.
The main challenges:
- Growth of the bases
- Position will be based in Amman, and staff under direct management are bases in Erbil
- Strong pressure (internal and external) for activity delivery at a fast pace, both due to size of the operation portfolio the and the limited visibility of the context
- Complex communication schemes due to the size of the mission and the integration of new positions not systematized in SI missions (including the Supply Coordinator itself)
Priorities for the 2/3 first months:
- Conducting field visit to meet and understand the field operations.
- Focusing on understanding the operations within Syria missions including key SI interventions, areas of interventions, donors, policies and procedures, organizational structure etc.
- Understanding how the Supply department can play its role for achievement of organizational objectives,
- Train/Learn how to use LINK procurement system
Supervision of NES Procurement Center
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Carry out a purchasing environment analysis in North East Syria, liaising with partner NGOs
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Establish and update SI strategy regarding supply for NES
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Establish and update purchasing timelines, taking into consideration strategy definition, needs requirement, procurement tables, operation timelines and contextual and procedural logistical constraints
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Establish detailed supplier lists with identification of key suppliers
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Audit key suppliers
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Supervise the periodic update of price lists and supplier files
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Monitor key performance indicators for identified key suppliers
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Implement and follow the purchase requests made by SI bases
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Develop warehousing capacities for NES Operations
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Implement Stockpiling for the most commonly purchased items / Develop contingency stocks
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Organize and follow up transport of procured items up to requesting field offices
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Support in documentation management for custom clearance
Supply Management
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Supervise procurement and ensure the respect of Solidarités International and Donors’ procedures
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Receive, approve and process requests for quotes and internal order forms
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Supervise the preparation of purchasing documents and draft the contracts
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Ensure procurement tables are prepared by SI logistics base manager, support them if needed, and validate the procurement tables
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Ensure that a Macro (Global) Procurement plan is created and maintained up to date including the identification of the main category of markets to be covered with strategic contracts including both Deir Ez Zor and Ar Raqqa field office’s needs.
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Ensure quality & quantity of goods delivered are checked before being accepted
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Support the bases for preparing tenders, validate the tenders and contracts that require validation at higher level
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Supervise purchasing, ensuring that validation rules and procedures are observed
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Select suppliers and negotiate prices, deadlines and delivery methods
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Ensure that procurement documentation is complete and archived in keeping with Solidarités International procedures
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Review procurement files received at Coordination level and liaise with Paris HQ as necessary for validation of said procurement files.
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Develop, implement and follow up tools for the improvement of Supply Management at mission level
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Ensure harmonization of the procurement processes and documents (contracts, bid analysis…) amongst the different bases
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Ensure that the key procurement internal control systems are existing / implemented in NES
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Ensure that the field teams have the means to conduct self-evaluation and quality control check ensuring compliance towards donors and internal rules & regulations.
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Create and maintain up to date a Tender / Contract library in both English and Arabic covering all the strategic markets identified in NES.
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Ensure accurate and precise archiving of procurement and regular archives shipment out of country for audit purposes.
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Link with Finance Department to ensure payments to the Suppliers are properly managed
Strategy
- Conduct regular documented market assessments of the main markets in North East Syria.
- Based on the Market assessments, propose / confirm / update the procurement strategy to be implemented in NES
- Ensure that a clear Contracting & Sourcing Strategy is documented and regularly update according to context evolution and share it on a regular basis with relevant stakeholders at mission and HQ level
- Develop a regional strategy in warehousing management, ensuring the highest level of efficiency within Solidarités International’s bases and partners.
Team management
- Define the needs of procurement staff at his/her base, and recruit according to the resources allocated
- Train, support and evaluate the procurement team at his/her assignment base
- Plan and direct the activities of the procurement team
- Lead meetings for the procurement team
- Conduct performance reviews for members of the procurement team
- Train and guide the logistics base manager on procurement related topics
- Ensuring that the NES logistics setup includes a clear segregation of roles and responsibilities regarding supply management
Reporting/Communication/Coordination:
- Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
- Monitor the follow up tools (IOF-FU, Contract FU) used by his/her team and at base level and ensure proper dissemination of information to requesters
- Control and send to HQ the supply archives of the concluded projects
- Contribute to the logistics reporting related to supply activities
- Provide to the logistics coordinator with all information needed to draft intermediary and final reports related to supply topics
- Participate in internal coordination meetings
- Participate in the external coordination meetings (logistic clusters…) related to supply subjects and represent SI.
Specific skills and experience:
- Bachelor degree in a field related to logistics
- 3 years’ minimum experience required with a focus on the supply chain appreciated
- Previous experiences in the humanitarian field compulsory.
- Previous experience in the Middle East is highly appreciated.
- Autonomous, organize, ability to prioritize and to work under pressure
- Strong computer skills essential (Pack office, excel)
- English: fluent with excellent writing capacities
- Arabic: fluent will be an asset
Management
- Number of persons under direct management: 2 (Deputy supply coo and supply officer)
- Number of persons under functional management: 2 (1 supply manager, and 1 logistics manager (only supply management))
SI WILL OFFER YOU
A salaried post:
According to experience, starting from 1980 euros gross per month (1800 base salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of 700 USD
SI also covers accommodation costs and travel expenses between the expatriate’s country of origin and the place of assignment.
Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of on 7 working days every three months. For a one-year assignment, the expatriate will have a 7 working days break at 3/6 and 9 month.
To these break periods, it is necessary to add the granting of 1 additional rest day per month worked > i.e. 12 days in addition for a 1-year contract.
Social and medical cover:
Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
LIVING CONDITIONS:
- In Amman, security risks are extremely low and restrictions are generally limited to government directives around COVID-19 containment.
- Field visit: Security inside NES is volatile and justifies specific arrangements for accommodation and movement in the areas of intervention. Adherence to strict security procedures is necessary, while security levels can vary, depending on geographical location and the changes in context.
- The candidate will be based in Amman and share his/her time between the main guesthouse and the field guesthouse to allow closer proximity to the sites of project implementation.
- It is nevertheless expected that the Supply Coordinator will perform field visits in NES once every 6 months at least, and to visit Erbil office once every 2 months at least.
In the main base, living conditions are comfortable with some opportunities and places to socialize. In the operational bases, living conditions are more basic with less opportunities and places to socialize
APPLICATION PROCESS
Does this description fit you? Please send us your CV and Cover letter in English. CV only applications will not be considered.
NB: The vacancy may close before the deadline. Thank you for your comprehension