Jul 17, 2017

Turkey: Logistics Coordinator

NGO/UN Job Vacancy



Organization: Independent Doctors Association
Country: Turkey
Closing date: 27 Jul 2017

Who are we?

IDA is an independent humanitarian organization who aims to provide healthcare and medical services for civilians and vulnerable communities in Syria crisis with wide operations by utilizing our technical capabilities and resource to improve the healthcare system in the targeted areas. IDA is considered as an equal employer regardless of Race, ethnicity, religion or political affiliations.

Work Sectors:

Health

Nutrition

Camp Coordination and Camp Management

Protection

Position Title: Logistics Coordinator**

Job Location: Gaziantep – with possible field visits to Kilis and Syria (if applicable)

Work time: Full time

Reports to: General Director

Specific Activities:

Job Summary:

The Logistics Coordinator functions under the guidance and direction of the General Director and in close collaboration with Field Managers and Program Coordinators. The responsibility of the LC is to assume overall management of logistics activities in Turkey and Syria; building, strengthening and leading a team of staff to ensure that the team provides the most effective logistical support to the country program. The Logistics Coordinator will ensure the timely distribution of all required materials/equipment/supplies and timely/appropriate logistic-technical support to each program site, including support to cross-border programming.

Main tasks and Activities:

PROCUREMENT MANAGEMENT

  • Document and follow lease agreements for the rental of premises
  • Ensure the provision of external contracts (rentals, services, etc.)
  • Ensure the respect of IDA and donor procurement procedures;
  • Identify and plan the procurement in collaboration with the rest of the team.
  • · Oversee all the procurement process in Turkey and Syria including bidding/quotation processes, receipt of goods, and compliance of all required paperwork and supporting documentation, storing and transporting of all received goods to their final destination.
  • Closely monitor procurement tracking and communicate regularly with programmers on procurement progress and timelines

WAREHOUSE MANAGEMENT

  • Ensure the respect of IDA and donor stock management procedures;
  • Ensure the warehouse is well organized and appropriate warehouse procedures are implemented, including monthly spot Check and quarterly physical check
  • Provide a regular inventory (monthly, quarterly, yearly) for the different items stored within the base;
  • Plan the stock supplying,
  • Ensure warehouse management and control system.

EQUIPMENT MANAGEMENT

  • Ensure the security and the follow up of the equipment used on the projects.
  • Ensure the security and the follow up of the communication and IT equipment (and supplies) on the projects.
  • Ensure all assets are recorded in the asset list in an appropriate manner, including but not limited to physical monthly inventory, tagging and tracking of asset
  • Ensure the training of users on the correct use of equipment.

VEHICLE MANAGEMENT AND MAINTENANCE

  • Ensure the respect of IDA’s vehicle management procedure;
  • Oversee all vehicles management including arrangement, documentation, filling system, schedule and monthly reporting.
  • Oversee transport of all equipment, supplies and materials from and to field sites in a timely fashion, all the relevant dispatch documents such as procurements documents and waybills are filled and approved before any dispatch, also make sure that Quality Assurance check conducted properly upon reception of goods.
  • Supervise the general follow up of the projects vehicles (consummation checks, movement planning, etc.);
  • Ensure the follow up of the vehicle rental contract and an equitable dispatching on the different drivers;
  • Ensure regular maintenance on the different vehicles of the projects, set up appropriate maintenance contracts with suppliers or ensure an appropriate repair process with local technicians.

TEAM MANAGEMENT

  • Ensure strict application and respect of the Internal Regulations by your related staff. You can suggest to the coordination precision/adaptation of certain rules taking into account the specific context of the project (security, social life, leaves, etc.);
  • Define, with each member of your staff, his action plan and plan for reaching defined goals.

HUMAN RESOURCES

  • Supervise, manage staff under your supervision with integrity and foresight. Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.
  • Make frequent discussion with staff supervised by him/her, to ensure that the appropriate care and support is being offered.
  • Ensure that staff supervised, are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
  • Provide input to the recruitment, selection and performance of logistics staff, as required.

TRAINING AND CAPACITY BUILDING

  • Advocate and plan for professional development for the staff supervised.
  • Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.
  • Conducting Performance Appraisal for Logistics staff on timely manner

REPRESENTATION

  • Represent IDA in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of IDA’s mandate, ethics, values and stand-point with regard to other actors.

REPORTING

  • Prepare monthly / quarterly logistics reports (procurement, stock, fuel consumption, etc) one timely manner meeting deadlines
  • Provide regular reporting on activities to the General Director (coordination meeting, workshop meeting).

Requirements:

Qualifications:

  • At least 3 years of professional experience in a management logistics position
  • At least 4 years work experience in NGOs
  • Computer literacy: MS Word, Excel (database and spreadsheet) and PowerPoint.
  • English mandatory (oral and written), Fluent in Turkish or Arabic

Personal qualities:

  • Strong organizational, coordination skills and transfer of knowledge and initiative
  • Strong interpersonal and intercultural skills
  • Strong communication and reporting skills
  • Commitment to team work
  • Ability to work under high pressure and without constant supervision
  • A university degree in a relevant field.

How to apply:

The interested candidate may send their CV and Cover Letter detailing their experiences to

job@ida-org.com

and write Title Code: LOC 00170717 in the subject field.