مطلوب موظف CARE is looking for Program support Assistantللعمل في شانلي أورفة
İlan Detayları
Job Summary
CARE International in Turkey (CARE), together with its partners, is providing humanitarian assistance to people affected by the Syrian crisis, both in Syria and Turkey.
The Program Support Assistant is a part of the program support department and the position exist to directly manage all system and procedures of country sub-office supply chain management especially, procurement, assets, logistics and supply chain management. The Procurement and Logistics Assistant will assist Finance and Admin Officer, Procurement Officers, Logistics Coordinator and Procurement and Logistics Manager to ensure the effective implementation of project. She/He is responsible for ensuring the smooth and efficient operation of procurement, logistics & supply chain management, admin needs of CARE Turkey sub-office and providing support to other departments.
Responsibilities and Tasks
Job Responsibility #1
Procurement Management:
With the technical assistance of Procurement Officers and Logistics Officer, ensuring proper tracking of Online/Offline Purchase Requisition and provide feedback to the requester for any further clarification before preparing of RFQ
Updating of Procurement Tracking register coordinating with Procurement Officers and Procurement and Logistics Manager
Assisting Procurement Officers and Procurement and Logistics Manager in preparation of RFQ
Preparing Summary of Bid Analysis (SBA) and share with Procurement and Logistics Manager & Procurement Officer
Prepare weekly, monthly and quarterly procurement status reports for purchases in Urfa.
Negotiate with suppliers for the best terms of service including price, delivery, payments and after-sales service.
Assist project management for preparing of “Good Receiving Notes “GRNs”.
Take initiative for procuring of all goods and services valued below USD 500 as per the Procurement Policy in consultation of requesters and Officers and Procurement and Logistics Manager
% of time
Job Responsibility #2
Vendor Management:
Taking the lead on identifying of new vendors to enlist more vendors in the system collecting all valid documents related to business
Assist PAL team to conduct market search and provide the required information to create and update CARE’s vendor list.
Assist Procurement Officers and Procurement and Logistics Manager to develop CARE Turkey Approved Vendor List which includes the vendors’ files creation
Assist vendors for completing the Vendor Set Forms and maintaining of proper filing system of Approved Vendor List.
Ensure Vendor Set-up are done through PeopleSoft and obtain approval of the procurement committee before filling confirming all documents (Company’s profile, VAT Registration, Ref. etc.)
Job Responsibility #3
Procurement Documents Filing and Vendors Payment:
Ensure all procurement documents are filed in an orderly fashion, up to date and are easy to access future reference
Making a copy of all procurement documents before submitting to the Finance Department for Payment
Prepare the Disbursement Request (Payment Request) obtaining an approval on the “GRN” and the “Disbursement Request” confirming the charging code from the Budget Holders
Ensure to keep a copy of the procurement documents before submitting to Finance and no payments documents are submitted without recording in the “Black Book” the document submission register
Follow-up with the Finance Department for all payments are made in a timely manner to update the Procurement Status Report.
Job Responsibility #4
Logistics and Property management :
Ensure receiving of good and materials as per the Purchase Order with the consent of requester and in consultation of Procurement Unit
Handling of proper storing of goods and materials in the store and make sure no materials are released from the store without proper documentation (Waybill and stock release forms))
Assist the Logistics Officer for managing of property in order to ensure proper record keeping
Assist the Logistics Officer preparing the Assets Receiving and Releasing documents in order to update the Assets Master Register
Assist Logistics Officer for conducting of Physical Property counting in order to the preparation of Physical Property report.
Making physical count of office supplies & materials in warehouse /reporting to Procurement and Logistics Manager, Urfa Head of Office and Urfa Admin unit.
JOB RESPONSIBILITIES #5
Administrative Support and Fleet management
Acting as a focal point to manage fleet and drivers.
Supporting Finance and Admin officer with the paperwork related to fleet and drivers.
Based on travel requests, making intercity kiss contact arrangements and inform passengers via e-mail.
Supporting the Admin unit with office key management; making sure the opening and closure of the office are done properly.
Handle tasks as requests in the absence of Admin and Finance Officer.
Line managing Handyman and the cleaner.
Support HoO and another supervisor as needed.
Problem Solving:
About 50% of the problem solving of this position would be level 1. It is expected that 30% would be level 2, and 20% would be level 3 to include troubleshooting and training.
Qualifications (Know-How)
Education/Training
Required
Related education and training and experience with managing of Procurement and Supply Chain processes in an emergency context
University Degree in Administration, Logistics and Supply Chain management
Experience
Required
1 – 2 year-experience in Administration, Logistics & Supply Chain management
Experience managing Assets, Procurement processes, and Logistics operations
Desired
2 to 3 year-experience in the not-for-profit organization with experience in complex emergency environments
Technical Skills
Required
Knowledge on procurement, logistics and supply chain management system and procedures
Good communication and writing skills
Good networking capability
Ability to organize and facilitate training sessions
English speaking skills
Desired
Knowledge and skills: Knowledge of NGOs policies and procedures.
Knowledge and experience on administrative tasks and responsibilities.
Child Protection Policy
Child abuse in all forms is unacceptable to CARE Turkey, which recognizes its responsibility to protect children from harm in all areas of its work. CARE Turkey is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
Discrimination, Abuse and Harassment Policy
CARE Turkey expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. CARE employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside CARE.
IMPORTANT NOTICE:
Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card, etc.) and successfully obtaining permission to work by the Government of Turkey (work permit). CARE will submit the work permit application on behalf of the selected candidate after the job offer accepted. Candidate can start to work for CARE only after the work permit is received. Failure to provide the required documents or rejection of a work permit application by the Government of Turkey will result in your employment offer being rescinded.
HOW TO APPLY
Interested candidates, please send a Curriculum Vitae in English and a Cover letter (in a separate file of no more than one A4 page) describing how your skills and experience match the requirements of this post, following to link provided when you apply
Applications in languages other than English will not be reviewed.
“Applications are strongly encouraged from female candidates“
Only short-listed candidates will be contacted.
** CARE International is an Equal Opportunity Employer **
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