Job ID
40915
Job Title
Country Procurement & Logistics Manager
To work for
Gruppo di Volontariato Civile GVC
Country
Syria
City
Damascus
Field of Work
Operations - Procurement/Logistics/Delivery - Humanitarian/Disasters
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Master
Responsibilities
General Responsibilities
• Ensures strict adherence to WeWorld and Donors' procurement procedures and guidelines
• Reviews the Global Manuals and Guidelines to ensure their relevance within the local context
• Ensures active participation and contribution of the logistics team throughout the supply chain and project cycle, aiming for high quality and efficiency in implementation
• Supports and enhances the capacity of the logistics team through tailored training plans and follow-ups to enhance their procurement and logistics capabilities
• Ensures adequate staffing levels for the logistics team across all three bases based on operational requirements
• Ensures periodic training of the logistics team on the Code Of Ethics And Conduct, with a focus on procurement activities
• Facilitates efficient coordination of logistics information at the mission level through effective systems (meetings, reports, procurement, and budget tracking)
• Promotes proactive collaboration between program and logistics teams, facilitating swift coordination and planning
• Strengthens the organization's presence in the Country to foster collaboration with stakeholders such as technical working groups, partners forums, authorities, communities, and vendors
• Collaborates closely with the Logistics Cluster, partner agencies, government, and other relevant stakeholders to identify and capitalize on common service opportunities within the country
• Liaise with the Procurement Department at Regional and Global level
Procurement
• Oversees and provides support for the implementation of Procurement Procedures, aligning with WeWorld's Global Procurement Manual and Donor Guidelines, from initial planning to completion
• Takes direct responsibility for managing high-value procurement processes, stepping in to address any gaps or specific requirements as needed
• Implements a structured Contract Management framework throughout the project cycle, with particular emphasis on closely monitoring complex contracts
• Ensures that procurement documents and records are archived and organized according to Archiving Guidelines, facilitating efficient organization and compliance for audits and reviews
• Develops Performance Management protocols for assessing both new and existing vendors, systematically recording pertinent information
• Devises a tailored Procurement strategy aimed at ensuring the attainment of high-quality procurement processes and outputs
• Proactively forecasts upcoming launches and status updates to effectively balance the Procurement workload in alignment with project objectives and timelines
Fleet Management
• Oversees the optimization of the fleet's performance
• Develop mission fleet management SOPs, review and update them periodically
• Ensures adherence to standard vehicle management procedures
• Supervises the overall monitoring of mission vehicles and related reports, including consumption checks and maintenance scheduling
• Conducts periodic spot checks
Asset/ Equipment Management
• Ensures compliance with standard procedures and oversees the implementation of specific controls and checks
• Manages and tracks mission equipment effectively, including maintaining the asset/equipment management database, coding, distribution, and handover processes
• Conducts regular inventories and integrates the findings into the mission's procurement strategy
Warehouse and Premise Management
• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained
• Oversee and assist the Logistics team in maintaining necessary supplies and equipment for the international staff guest houses, ensuring they are well maintained
• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management
Reporting
• Gathers all available logistics information within the mission and compiles a consolidated monthly report
• Evaluates the quality of intra- and inter-departmental logistics reporting for accuracy, timeliness, and effectiveness, supporting the logistics coordinator in establishing an efficient reporting structure
• Prepares a database of supplies/service providers and drafts a resource map for current projects.
• Oversees the creation and updating of the Procurement Plan
• Inputs procurement data for interim and final procurement reports in accordance with donor requirements
Security Management
• Collaborates with the Country Representative and the Safety & Security focal point to contribute to the execution of safety & security guidelines, SOPs, and plans
• Assists in ensuring preparedness for evacuation and contingency plans, including checking contingency kits and first aid kits
• Actively participates in logistics and security coordination meetings, as well as information-sharing sessions
Bases Opening/closing and Base Management
• Formulate a detailed plan for establishing/closing bases within the country
• Oversee the assessment of necessary supplies and equipment for the bases to support operational activities
• Take charge of evaluating and implementing safety and security standards for premises in coordination with the security focal person
• Manage the procurement and logistics structure for the new base in collaboration with the Head of Support Services, the Country Representative and the Regional Logistics & Procurement Manager, which includes defining Terms of Reference (ToRs), assisting in recruitment, and facilitating the capacity building of new staff
Emergency response
• Tasked with collaborating with the Project focal points to develop an Emergency Response plan for procurement and logistics activities, providing support throughout
• Conducting market assessments to expand the vendor database, enhancing procurement efficiency and effectiveness for emergency response
• Engage extensively with clusters, working groups within the sector, and government authorities to stay informed about current regulations and facilitate resource-sharing among various stakeholders
The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties.
• Ensures strict adherence to WeWorld and Donors' procurement procedures and guidelines
• Reviews the Global Manuals and Guidelines to ensure their relevance within the local context
• Ensures active participation and contribution of the logistics team throughout the supply chain and project cycle, aiming for high quality and efficiency in implementation
• Supports and enhances the capacity of the logistics team through tailored training plans and follow-ups to enhance their procurement and logistics capabilities
• Ensures adequate staffing levels for the logistics team across all three bases based on operational requirements
• Ensures periodic training of the logistics team on the Code Of Ethics And Conduct, with a focus on procurement activities
• Facilitates efficient coordination of logistics information at the mission level through effective systems (meetings, reports, procurement, and budget tracking)
• Promotes proactive collaboration between program and logistics teams, facilitating swift coordination and planning
• Strengthens the organization's presence in the Country to foster collaboration with stakeholders such as technical working groups, partners forums, authorities, communities, and vendors
• Collaborates closely with the Logistics Cluster, partner agencies, government, and other relevant stakeholders to identify and capitalize on common service opportunities within the country
• Liaise with the Procurement Department at Regional and Global level
Procurement
• Oversees and provides support for the implementation of Procurement Procedures, aligning with WeWorld's Global Procurement Manual and Donor Guidelines, from initial planning to completion
• Takes direct responsibility for managing high-value procurement processes, stepping in to address any gaps or specific requirements as needed
• Implements a structured Contract Management framework throughout the project cycle, with particular emphasis on closely monitoring complex contracts
• Ensures that procurement documents and records are archived and organized according to Archiving Guidelines, facilitating efficient organization and compliance for audits and reviews
• Develops Performance Management protocols for assessing both new and existing vendors, systematically recording pertinent information
• Devises a tailored Procurement strategy aimed at ensuring the attainment of high-quality procurement processes and outputs
• Proactively forecasts upcoming launches and status updates to effectively balance the Procurement workload in alignment with project objectives and timelines
Fleet Management
• Oversees the optimization of the fleet's performance
• Develop mission fleet management SOPs, review and update them periodically
• Ensures adherence to standard vehicle management procedures
• Supervises the overall monitoring of mission vehicles and related reports, including consumption checks and maintenance scheduling
• Conducts periodic spot checks
Asset/ Equipment Management
• Ensures compliance with standard procedures and oversees the implementation of specific controls and checks
• Manages and tracks mission equipment effectively, including maintaining the asset/equipment management database, coding, distribution, and handover processes
• Conducts regular inventories and integrates the findings into the mission's procurement strategy
Warehouse and Premise Management
• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained
• Oversee and assist the Logistics team in maintaining necessary supplies and equipment for the international staff guest houses, ensuring they are well maintained
• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management
Reporting
• Gathers all available logistics information within the mission and compiles a consolidated monthly report
• Evaluates the quality of intra- and inter-departmental logistics reporting for accuracy, timeliness, and effectiveness, supporting the logistics coordinator in establishing an efficient reporting structure
• Prepares a database of supplies/service providers and drafts a resource map for current projects.
• Oversees the creation and updating of the Procurement Plan
• Inputs procurement data for interim and final procurement reports in accordance with donor requirements
Security Management
• Collaborates with the Country Representative and the Safety & Security focal point to contribute to the execution of safety & security guidelines, SOPs, and plans
• Assists in ensuring preparedness for evacuation and contingency plans, including checking contingency kits and first aid kits
• Actively participates in logistics and security coordination meetings, as well as information-sharing sessions
Bases Opening/closing and Base Management
• Formulate a detailed plan for establishing/closing bases within the country
• Oversee the assessment of necessary supplies and equipment for the bases to support operational activities
• Take charge of evaluating and implementing safety and security standards for premises in coordination with the security focal person
• Manage the procurement and logistics structure for the new base in collaboration with the Head of Support Services, the Country Representative and the Regional Logistics & Procurement Manager, which includes defining Terms of Reference (ToRs), assisting in recruitment, and facilitating the capacity building of new staff
Emergency response
• Tasked with collaborating with the Project focal points to develop an Emergency Response plan for procurement and logistics activities, providing support throughout
• Conducting market assessments to expand the vendor database, enhancing procurement efficiency and effectiveness for emergency response
• Engage extensively with clusters, working groups within the sector, and government authorities to stay informed about current regulations and facilitate resource-sharing among various stakeholders
The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties.
Qualifications
ESSENTIAL REQUIREMENTS
Qualifications and Knowledge
• Master or equivalent in Logistics / Procurement / Engineering / Business Administration
• Deep understanding of the context
• Fluency in English and Arabic is essential
Professional experience
• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context
• Strategic Planning experience with strong analytical skills
• Representation experience with institutions and participation in coordination meetings
• Extensive experience in logistics and/or security management and procedures
Skills and Abilities
• Leadership, planning, organization, and teamwork skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Interpersonal skills and intercultural approach
• Good listening and communication skills
• Good negotiation and conflict resolution skills
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism
DESIRABLE REQUIREMENTS
• Experience in large works contracts would be considered an asset
Qualifications and Knowledge
• Master or equivalent in Logistics / Procurement / Engineering / Business Administration
• Deep understanding of the context
• Fluency in English and Arabic is essential
Professional experience
• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context
• Strategic Planning experience with strong analytical skills
• Representation experience with institutions and participation in coordination meetings
• Extensive experience in logistics and/or security management and procedures
Skills and Abilities
• Leadership, planning, organization, and teamwork skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Interpersonal skills and intercultural approach
• Good listening and communication skills
• Good negotiation and conflict resolution skills
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism
DESIRABLE REQUIREMENTS
• Experience in large works contracts would be considered an asset
Salary and Benefits
According to We World GVC Salary Scale
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.
WeWorld GVC is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law.
WeWorld GVC has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process.
WeWorld GVC commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented.
WeWorld GVC promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behaviour from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies.
The Code of Ethics and Conduct (CoEC), PSEAH, Child safeguarding and all the organisational policies can be found here: https://www.WeWorld GVC.it/en/about-us/transparency
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.
WeWorld GVC is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law.
WeWorld GVC has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process.
WeWorld GVC commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented.
WeWorld GVC promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behaviour from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies.
The Code of Ethics and Conduct (CoEC), PSEAH, Child safeguarding and all the organisational policies can be found here: https://www.WeWorld GVC.it/en/about-us/transparency
Required employees number
1
Posted On
Oct 02, 2024
Expiry Date
Nov 01, 2024
Photo
Required
CV Language
English
