Job Overview
General Description of the Programme:
GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.
GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.
GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.
GOAL has two projects (ECHO funded LINK and Irish Aid) in Türkiye, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labour. LINK has been designed to address and mitigate protection concerns of the vulnerable / marginalized refugees through provision of critical information and raising their awareness on their rights, obligations and services available in Türkiye, by sensitization/capacity building (targeting key stakeholders and service providers, etc.) activities, and Case Management (CM) and Individual Protection Assistance (IPA) services to enable highly vulnerable refugees to access to basic, social and protective services available under the provisions of Temporary and International Protection regulations in Türkiye. On the other hand, Irish Aid grant is targeting earthquake survivors and providing humanitarian assistance to affected families.
Job purpose:
To support the effective operation of the GOAL Türkiye & Syria Procurement Department by conducting timely and efficient procurement for GOAL Türkiye & Syria programme and system activities, in accordance with GOAL Logistics policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM).
Duties, objectives and competencies:
Procurement Responsibilities:
- Process procurements assigned to you ensuring that all procurement procedures are effectively followed in compliance with the GOAL Logistics/Procurement Manual and relevant donor requirements;
- Prepare (as required) and ensure all relevant documentation for the entire procurement process is filed correctly electronically on the GSO System as well as on paper as per GOAL Procurement Manual and internal audit requirements.
- Update the CMS and FWA Trackers on the GSO system and ensure all relevant information is included.
- Online Order Tracking System (OTS) for all PR’s assigned and ensure all Procurement officers are updating the same in a timely manner
- Analysing the specification of the supplies, works or services required and source potential, reliable suppliers who can meet this specifications;
- Preparing Request for Offers(RFO) to obtain quotations/bids as per required competition process
- Coordinating with Compliance team, to ensure that all new suppliers have Anti-Terrorist Checks (ATSC) completed, according to the procurement and compliance procedures
- Completing Bid Analyses (BA) for review, and obtaining the necessary signatures for approval from relevant Authorizers as per procurement procedures, Charts and directories;
- Raising Purchase Orders / Contracts to place the order with the chosen supplier and following up the status of the goods, and delivery to the required location.
- Ensuring that all awarded suppliers are registered on the GOAL Registered Supplier List, and update where necessary.
- Ensuring that Goods In Dockets (GID) / SCR and any type of delivery documents are prepared or obtained for all deliveries and attaching to the procurement file;
- Collecting and check all payment documents (GIDs, CMRs, Packing List, Cert. Origin, Invoice, etc.)
- Prepare PRFs for approvals and submitting them to Finance department after their approvals on DocuSign.
- Conduct market assessment if it is required by PM or PC based on the context analysis.
- In case any problem with stakeholders (requesters, finance etc) get in contact with them and try to solve the problem.
- Completing all financial paperwork, obtain the necessary signatures for approval and ensure payment to the supplier is affected.
- Submitting the required/requested specific reports to his/her line Manager in timely manner.
- Registering all PRs assigned to him/her in the Procurement Follow Up Table and Online Order Tracking System (OTS) and required places in timely manner
Administrative Responsibilities:
- Supplier Documentation Management:
- Follow up on registered supplier documents, ensuring lists are accurate and complete.
- Actively seek and obtain any missing documents from suppliers to maintain compliance.
- Vetting Process Management:
- Prepare and manage vetting documents for suppliers who will sign contract equal or above 25K USD, ensuring all necessary checks are completed and submitted to the Compliance department
- Supplier Performance Tracking:
- Ensure that performance evaluations for high-value contracts and pre-qualified suppliers are completed and properly filed.
- Administrative Procurement Requests:
- Track and manage administrative procurement requests, including those related to travel agency services, office rent, and office supplies.
- Ensure timely processing of these requests and maintain accurate records.
Other Duties:
- Contributing procurement updates to the Weekly procurement Report;
- Assisting/training and managing procurement assistant/s who is under his line management.
- Assisting with translations for procurement Department when required; and
- General work in assisting in the overall process and day-to-day duties of the procurement Department.
Requirements (essential):
- Bachelor’s degree in relevant area (procurement, logistics, or administration) and/or equivalent year’s practical work experience in a relevant field.
- Minimum 3 years of experience in procurement and administrative roles, preferably within an NGO or international organization;
- Ability to understand and implement organisational and donor policies;
- Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel);
- Ability to manage and prioritise a varied workload in a dynamic work environment;
- A flexible approach to work and willingness to take on extra duties, work additional hours or on weekends as required;
- Excellent attention to detail;
- Trustworthy and honest;
Requirements (desired):
- Previous work experience with an International Humanitarian NGO;
- Basic technical knowledge in an area of Humanitarian Procurement; (e.g. ICT, Protection, WASH, Emergency Response or other);
- Arabic language skills and communication skills in English is must.
Interested? Then apply for this position via clicking on the “apply now” button and fill out the application form. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. Please note that only shortlisted candidates will be contacted.
Application deadline is 20th of September 2024.
Please note that only shortlisted candidates will be contacted.
“Please note that GOAL does not charge a fee of any kind or any other financial obligation at any stage of its recruitment process (application, interview, processing, training, induction) or other fees, or request information on applicants’ bank accounts. GOAL does not work with intermediary institutions and individuals or employment agencies during the recruitment process. If any fee or payment is requested from you at the application or any stage of the recruitment process, please do not respond.”
GOAL’ün, işe alım sürecinin (başvuru, başvuruların işlenmesi, mülakat, eğitim, oryantasyon) hiç bir aşamasında hiç bir şekilde ücret talep etmediğini, başvuru sahibine herhangi bir finansal yükümlülük yüklemediğini ya da başvuru sahibine ait banka bilgilerini talep etmediğini unutmayınız. GOAL işe alım süreci boyunca hiç bir aracı kurum ya da kuruluş yahut istihdam bürosuyla çalışmamaktadır. Eğer başvuru sırasında ya da işe alım sürecinin herhangi bir aşamasında sizden herhangi bir ücret ya da ödeme talep edilirse lütfen yanıt vermeyiniz.
General terms and conditions
Safeguarding
Children and vulnerable adults a must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.
Accountability within GOAL
Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:
- Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.
- Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
- Report any concerns about inappropriate behaviour of a GOAL staff or partner.
This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.
