Logistic and Procurement Officer

Background:

International Humanitarian Relief (IHR); was established and registered in June 2011, in Vienna, Austria, registered in October 2014, in Beirut, Lebanon and registered in January 2016, in Istanbul, Turkey.IHR Austria, IHR Lebanon and IHR Turkey are legally and financially independent organisations.They share technical and management capabilities as needed to advance our common objectives.We are committed to providing emergency aid to the most deprived communities through substantial long-term solutions in addition to its work to improve the situation of both, the refugees and host communities through focusing on Food security and livelihoods, water sanitation and hygiene, protection, education, nutrition, environmental sustainability, sanitary infrastructure, community service, and others.

IHR Webpage: https://www.ihrelief.org/en/

Job Responsibilities:

1. Procurement

• Preparing all needed documentation and archiving for each Purchase request.
• Vendor Management (Supplier identification, Contributing to Supplier evaluation, negotiating with suppliers to obtain best terms that optimize quality, delivery, cost, flexibility, quantity and service, etc.)
• Contracting and negotiations with a vendor in accordance to IHR procurement policy.
• Carry out item verification and inspection visits before receiving stage.
• Carry out market analysis, record suppliers, collect relevant documentation and proceed to screen including Bridget Insight control.
• Maintain suppliers’ individual files with relevant administrative documentation. Maintain supplier tracking sheet.
• Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs… Able to explain why selected suppliers have been invited to bid.
• Implements competitive bidding following IHR procurement thresholds
• Assesses thresholds against the total value of the procurement line per grant for the entire duration of the grant.
• Depending on the selected process, draft Request for Quotes, launch bidding process, collect quotes in sealed envelopes, proposes recommended supplier, record and implement committee conclusion.
• Draft Purchase orders and collect approval. Collect the supplier’s signature on all Purchase Order pages and provide a copy of PO to the supplier

2. Logistics

IHRWarehouse

• Follow the IHR Warehouse Policy and Procedures Guidelines
• Daily coordination of IHR logistical, and warehouse procurement activities.
• Ensure the timely delivery of supplies to respective Projects
• Maintain the inventory and prepare the reports on a daily bases;
• Interacts with suppliers in the receiving and inspection of goods – issues GRNs.
• Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
• Dispatch goods from the warehouse using appropriate IHR procedures, Store Release forms, Waybills and update Stock Records.
• Prepare report of monthly stocks, end-of-grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.

Asset Management & Inventory control:

• Review and apply inventory & assets activities, including movements and deletions
• Maintain and update inventory & assets records
• implement efficient inventory & assets management procedures
• Report any stock issues to management and place product orders as necessary
• Prepare a list of depleted products and a survey of unusable products
• Give daily reports to the Supply Chain Manager and the purchase requesters about procurement progress
• Update the purchase request Follow Up every week

Fleet Management

• Organise the allocation and daily availability of vehicles.
• Establish tools for vehicles follow-up: logbooks, technical check-ups etc.;
• Ensure the maintenance of and undertake a monthly inventory of the fleet
• Calculate and check the monthly cost of each vehicle (fuel consumption, repairs).
• Identify companies for the transportation of stock.
• Elaborate and follow a timetable of stock delivery for projects.
• Complete and file waybills;
• Organise and oversee loading and unloading of goods;

In addition to the above, the Logistician may be asked to carry out other duties requested by the Supply chain Manager

Qualification (education/work experience)

• 2 – 4 year experience in Administration, Logistics & Supply Chain Management
• Advanced level of both English, Arabic, and a good level of Turkish
• Computer skills (Microsoft Word, Excel, Access, Outlook).
• Good communication and writing skills
• Good networking capability
• Ability to organize and facilitate training sessions
• English speaking skills
• Experience in working with NGO’s, INGO’s

Safeguarding:

Children and vulnerable adults 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 IHR shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability :

Alongside our safeguarding policy, IHR is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with IHR will be expected to adhere to the following key areas of accountability:

• Comply with IHR’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behavior 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 IHR staff or partners.