Job ID
37409
Job Title
Logistics and Procurement Coordinator
To work for
Gruppo di Volontariato Civile GVC
Country
Syria
City
Damascus
Field of Work
Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Procurement:
• SQ + 3Q: Review of contracts & Addendums (if applicable) and review and signing of Bid Evaluations (if applicable)
• Informal Payment Request reviews (before submitting to Finance)
• Supervise the execution of all procurement procedures/activities from A-Z and ensure that all procurement procedures are carried out in accordance with to WWGVC procurement procedures manual, SOP and donor guidelines.
• Responsible for the execution of new national and international (OLT + IOT) tenders at each step of procurement procedure.
• Responsible for the management of the PRFU- check PR’s and ensure workloads are fair between the team and ensure adequate tracking of all orders. Share the PRFU with program teams weekly.
• Responsible for the management of the CFU - Liaise with Finance Department on weekly basis to manage and track all contracts payments in accordance with procedure and share updated CFU with other program / request departments.
• Deploy a clear new process for ongoing Market Assessments and due diligence processes aimed at identifying pre-qualified contractors and suppliers. Expand the existing vendor database suing these results from MA. Brief all LO’s on this and monitor their work.
• Responsible to analyse re-occurring needs and the market availability and launch and contract WW-GVC general FWA’s to be used my multiple projects.
• Responsible to ensure full Archive requirements for procurement as per Global SOP is standardised and working well in the mission (including hard copy and soft copy). Conduct regular sport checks and deploy mechanism to ensure all projects procurement is 100% accurate in archiving and ready for audit.
• Responsible to receive adhoc request for help from the team and provide feedback in a timely manner.
General Coordination of the team/ Capacity Building:
• Act as the focal point for all challenges/ support requests that come up on adhoc basic from log officers.
• Receive requests from PM’s to solve any issues relating to procurement or other bottlenecks on adhoc basis in line with global procurement sop and best practices
• Interact with the LO’s on daily basis to ensure smooth coordination between bases and common objectives
• Check in regularly with base LO’s and review their workload to ensure priorities are clear and support is given if required
• Conduct regular workshops/ small trainings on specific procurement tasks for the whole team
• Holds weekly meetings with the full Logistics team for coordination and information-sharing purposes.
• Be the focal point for any audit or spot checking of documents required and ensure all logistics outputs are met by specific deadlines. Brief the team and set up schedules of work for audit prep where required.
• Support the CLM in other adhoc tasks to increase efficiencies for the team
• Maintain the accuracy and organisation of the newly revised Syria SharePoint filing system & control access.
Team Management
• Supervises, supports and evaluates the performance of logistics and procurement staff in Damascus and base logistics staff (Line manager).
• Defines objectives and work plans for all supervised staff on a regular basis.
• Defines and follow-up capacity building plans for each supervised staff and provides training, coaching and mentoring.
Other Logistics (WH, Fleet, Assets & Premises)
• Ensure weekly movement requests are being completed by each LO and saved appropriately
• Ensure Damascus premise management is appropriately manged (including GH’s and office)
• Ensure the asset database (& IB) is managed appropriately and centralized at Damascus level with inputs from Base Logs. Ensure all assets are logged and filed appropriately in SharePoint.
The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager. In the absence of a CLM more responsibilities will be added as a temporary ToR to cover this gap.
• SQ + 3Q: Review of contracts & Addendums (if applicable) and review and signing of Bid Evaluations (if applicable)
• Informal Payment Request reviews (before submitting to Finance)
• Supervise the execution of all procurement procedures/activities from A-Z and ensure that all procurement procedures are carried out in accordance with to WWGVC procurement procedures manual, SOP and donor guidelines.
• Responsible for the execution of new national and international (OLT + IOT) tenders at each step of procurement procedure.
• Responsible for the management of the PRFU- check PR’s and ensure workloads are fair between the team and ensure adequate tracking of all orders. Share the PRFU with program teams weekly.
• Responsible for the management of the CFU - Liaise with Finance Department on weekly basis to manage and track all contracts payments in accordance with procedure and share updated CFU with other program / request departments.
• Deploy a clear new process for ongoing Market Assessments and due diligence processes aimed at identifying pre-qualified contractors and suppliers. Expand the existing vendor database suing these results from MA. Brief all LO’s on this and monitor their work.
• Responsible to analyse re-occurring needs and the market availability and launch and contract WW-GVC general FWA’s to be used my multiple projects.
• Responsible to ensure full Archive requirements for procurement as per Global SOP is standardised and working well in the mission (including hard copy and soft copy). Conduct regular sport checks and deploy mechanism to ensure all projects procurement is 100% accurate in archiving and ready for audit.
• Responsible to receive adhoc request for help from the team and provide feedback in a timely manner.
General Coordination of the team/ Capacity Building:
• Act as the focal point for all challenges/ support requests that come up on adhoc basic from log officers.
• Receive requests from PM’s to solve any issues relating to procurement or other bottlenecks on adhoc basis in line with global procurement sop and best practices
• Interact with the LO’s on daily basis to ensure smooth coordination between bases and common objectives
• Check in regularly with base LO’s and review their workload to ensure priorities are clear and support is given if required
• Conduct regular workshops/ small trainings on specific procurement tasks for the whole team
• Holds weekly meetings with the full Logistics team for coordination and information-sharing purposes.
• Be the focal point for any audit or spot checking of documents required and ensure all logistics outputs are met by specific deadlines. Brief the team and set up schedules of work for audit prep where required.
• Support the CLM in other adhoc tasks to increase efficiencies for the team
• Maintain the accuracy and organisation of the newly revised Syria SharePoint filing system & control access.
Team Management
• Supervises, supports and evaluates the performance of logistics and procurement staff in Damascus and base logistics staff (Line manager).
• Defines objectives and work plans for all supervised staff on a regular basis.
• Defines and follow-up capacity building plans for each supervised staff and provides training, coaching and mentoring.
Other Logistics (WH, Fleet, Assets & Premises)
• Ensure weekly movement requests are being completed by each LO and saved appropriately
• Ensure Damascus premise management is appropriately manged (including GH’s and office)
• Ensure the asset database (& IB) is managed appropriately and centralized at Damascus level with inputs from Base Logs. Ensure all assets are logged and filed appropriately in SharePoint.
The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager. In the absence of a CLM more responsibilities will be added as a temporary ToR to cover this gap.
Qualifications
• Bachelor's degree in business or a related field.
• 3 years of experience in an administrative/Procurement/Logistic position or related field.
• At least 2 years of experience with a humanitarian INGO/NGO
• A valid driving license.
• Excellent computer and data entry skills.
• Strong communication and interpersonal skills.
• Strong organizational skills and ability to multi-task.
• Ability to work under pressure.
• Work independently and responsibly with little supervision and as a cohesive member of a diverse
team.
• Proficiency in English and Arabic both written and speaking.
• 3 years of experience in an administrative/Procurement/Logistic position or related field.
• At least 2 years of experience with a humanitarian INGO/NGO
• A valid driving license.
• Excellent computer and data entry skills.
• Strong communication and interpersonal skills.
• Strong organizational skills and ability to multi-task.
• Ability to work under pressure.
• Work independently and responsibly with little supervision and as a cohesive member of a diverse
team.
• Proficiency in English and Arabic both written and speaking.
Salary and Benefits
Salary will be established according to GVC salary scale.
- only pre-selected candidates will be contacted the applications will be reviewed as they are received and the position may be before the deadline
- only pre-selected candidates will be contacted the applications will be reviewed as they are received and the position may be before the deadline
About us
Gruppo di Volontariato Civile, GVC - a non-governmental, and independent organization, founded in 1971 in Bologna (Italy).
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugees.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Since its foundation, GVC is active in international development aid projects, humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC had operated in all parts of the world, carrying out thousands of projects. collaborating with public institutions, cultural associations, cooperatives, and Italian and European NGOs,
In Syria, among 2010 and 2011, GVC implemented a project in Syria, in the city of Aleppo, strengthening the educational system in public schools taking in consideration presence of Iraqi students refugees.
At the end of 2013 GVC obtained the authorization from the Syrian Ministry of Foreign Affairs to work in humanitarian aid in the crisis.
Required employees number
1
Posted On
Nov 12, 2023
Expiry Date
Dec 12, 2023
Photo
Required
CV Language
English