Logistics Manager – Turkey Program

Country: Turkey
Organization: GOAL
Closing date: 24 Sep 2021

General Description of the Programme:

GOAL is an international emergency and development NGO dedicated to alleviating the suffering of the poorest and most vulnerable. GOAL was established in 1977 and is currently operational in 13 countries world-wide. GOAL has been working in northern Syria since 2013, responding to the acute needs of conflict-affected communities both through direct implementation and through partners, delivering food, non-food programming, water, sanitation and hygiene (WASH) services. GOAL has been contributing to the urban refugee responses in Turkey since 2016 with a focus on enabling access to health service and the protection services for vulnerable and marginalized asylum seekers in Turkey.

Overview of the Turkey Program

Currently, GOAL Turkey has two projects (ECHO funded LINK and PRM funded GREEN),

LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labor. 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 Turkey, by sensitization/advocacy (targeting key stakeholders and service providers, etc.) activities, 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 Turkey.

Green program aims to improve socioeconomic inclusion, resilience and self-sufficiency of highly vulnerable/excluded women and girls from host and refugee communities (Syrians as well as those living in program locations under the international protection regulation) including nomadic communities and seasonal agriculture workers from both communities through integrated and market driven livelihood opportunities and protection services, including language courses and vocational skills training on greenhouse production and agriculture; case management (CM)/coaching services, establishment of a women cooperative, protection outreach, information provision and awareness raising; and provision of special needs and individual protection assistance services.

Procurement Manager will be managed by the Deputy Head of Systems. The position holder will be supporting and working in close collaboration with Turkey Program teams, Procurement Department head. Overall, she/he will be responsible to maintain an effective, efficient, compliant, safe, secure, operating environment to support smooth running of field offices and daily operations including following up with systems needs of the Turkey programs.

ECHO funded LINK and PRM funded GREEN programs, respectively. The PRM funded Green program is implemented in Mersin, Hatay and Adana provinces. Whilst the ECHO funded LINK is implemented in Mersin, Adana, Gaziantep and Şanlıurfa.

Job purpose:

GOAL seeks a Logistics Manager to work for Turkey Programs to support the effective operation of the GOAL Turkey Systems Department by managing/assisting with timely and efficient local and regional logistics including assets, premisses, fleet and stock for Turkey programme activities, in accordance with GOAL Logistics policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM). This position technically supported by Logistics Department, and line managed by DHOS/ Head of Operations in a matrix structure. The Logistics Manager is expected to work in close collaboration with colleagues both in logistics and other departments to efficiently service the needs of GOALs programme and support teams. While the Logistics Manager will be based in Adana travel to other GOAL offices is required when needed.

Duties, objectives and competencies:

Assist DHOS for planning up procurement works and conduct them staff under his/her line management in collaboration with Logistics Department, for Turkey program offices, Logistics works are included but not limited the following activities:

  • Ensure all logistics activities are planned up front and followed and all logistics activities realised according to Logistics Manuals and donor rules and regulations
  • Plan and follow up logistics needs for Turkey program offices and, equipment, service and works in collaboration/cooperation with Program and Systems departments.
  • Coordinate and ensure LSAT reports are prepared minimum 2 times in a year. Combine all offices LSAT’s and supply the report to HQ and Head of Operations
  • Update the RACI (responsible-Accountable-Consulted and Informed) matrix in coordination with relevant parties and Head of Operations, make sure that all actions followed in accordance with RACI matrix.
  • Communicate with Logistics Coordinator when technical advice is needed by team and make sure technical support is received.
  • Make sure all planned trainings are taken by the logistics team and arrange workshops and trainings regarding to logistics when needed.
  • Prepare weekly/bi-weekly reports for logistics activities and share with Head of Operations.
  • Prepare logistics related and HQ reports and share it hem with Head of Operations in timely manner.
  • Prepare logistics related and HQ reports and share them with Head of Operations and LC in timely manner
  • Keep the issues log updated for logistics issues and feed Head of Operations with identified risks.
  • Make sure of the necessary Power BI logistics related reports created and serve the needs of the stakeholders

Stock Management: Ensure that all GOAL stores and stocks in Turkey Program offices are properly managed and maintained, minimising losses and ensuring programmes have access to stocks, and stock records, as and when required in all Turkey program offices:

  • Support the Head of Operations establish and maintain adequate storage capacity for evolving programme needs,
  • Ensure stock is received into, and issued from, stores in accordance with GOAL logistics manual and procedures,
  • Ensure that accurate stock records (goods received notes, waybills, stock cards etc.) are maintained as per the GOAL logistics manual and procedures,
  • Ensure that stock counts are completed as per GOAL procedures and stock reports are submitted to the Head of Operations and Logistics Coordinator in a timely manner,
  • Ensure 6-month 100% stock Physical checks done in each location
  • Ensure maintaining clean, tidy, secure Storage places

Transport Management: Oversee the smooth operation of day-to-day GOAL transport functions in Offices of Turkey Program (both GOALs fleet and external transport services):

  • Ensure that efficient transport management plans are prepared,
  • Ensure that an effective system is put in place for the transfer of material and goods between GOAL offices in Turkey,
  • Ensure that all GOAL Standard Operating Procedures (SOP) with regards to safety and security of transportation are implemented and adhered to in the Goal Turkey Offices,
  • Ensure that accurate and timely monthly Fleet reports are prepared,

Assets: Ensure that all GOAL assets are properly managed and accounted for:

  • Ensure all GOAL assets and their movements are recorded on the Fixed Asset Register (FAR) as per GOAL Asset management procedures and policies taking into consideration Donor requirements,
  • Ensure scheduled physical asset checks (monthly and 6-month 100% asset physical check) are completed as per standard requirements set in Logistics Manual and as advised by Logistics Coordinator, including coordination with Finance department for monthly and semi-annual Assets checks,
  • Ensure that adequate checks are in place for the recovery of GOAL assets from staff at the end of their time working for GOAL,
  • Ensure that all actions and paperwork related to change of status of assets through sale, disposal, write off, handover, transfer, loss and damage of assets are properly authorised and approved. Manage donation-in-kind of assets as per standards and requirement of the Logistics Manual and in cooperation with Logistics Coordinator

Premises Management: Oversee the smooth operation of all day-to-day GOAL accommodation functions in GOAL Offices for Turkey program (both GOALs offices and if exists, residential properties):

  • Ensure all utility payments for all offices and premises are complete on time
  • Ensure requests for lease renewals are made in advance; liaising with Head pf Operations and Security & Safety Advisor on issues relating to security of premises and report any security concerns and relevant security information promptly.
  • Ensure that Market Assessment of the premisses have been done for new premises in accordance with Logistics Manual
  • Make sure that Contract Management Database is updated for Turkey Program logistics contracts, manage all contracts’ due dates and plan for action for the new contracts, renewals or terminations in cooperation with Contract Manager.
  • Ensure that Quality Control is done for the high value commodities that were purchased by HQ in coordination with Logistics Coordinator and Head of Operations.

Human Resource Management: While directly managing logistics personal,

  • Manage performance appraisals /evaluation for logistics personnel;
  • Liaise with HR in recruiting and discipline procedures for logistics personnel in accordance with GOAL HR policy; and
  • Manage annual leave of logistics staff and ensure that there are sufficient logistics staff on duty at any given time to avoid interruption to the operations as much as possible.
  • Create a team building and development environment in his/her team which is always open to learning, focus on works and open to effective communication internally and externally.

Other Duties:

  • This position also requires visiting other offices in other cities related to logistics works.
  • Provide logistics systems and procures briefings to new starters, and conduct inter-department training where required;

  • Any other duties as directed Head of Operations in the management and coordination of the Logistics Department in Turkey Program activities;

Reporting & Meetings:

  • Provide weekly reports to the Head of Operations and DHOS
  • Request support from Logistics Coordinator in Turkey on issues pertaining to systems functions

  • Participate regular logistics meetings within relevant departments

  • Participate in weekly meeting with Head of Operations for planning/evaluating works

The above list of duties is not exhaustive list. The Logistics Manager is expected to complete additional responsibility and tasks as requested by the direct supervisor.

Requirements (Person Specification)

  • Minimum two years’ experience in Logistics management including all of these areas: premises, assets, fleet, stocks management.

  • Degree in engineering, logistics or similar relevant field

  • Experience of working in the INGO sector and multicultural environment

  • Competent computer skills, in particular MS Word, basic drawings in any application and good command on Excel and related applications

  • Excellent communication skills

  • Solution focused, team player, able to work in a flexible, supportive manner to colleagues

  • Motivated self-starter, able to make decisions and take action independently

  • Good English language skills

Requirements (desired)

  • Working experience in one of or any of the cities: Adana, Mersin, Antakya, Hatay, Gaziantep and Sanliurfa in logistics related field.
  • Training record that related to management area
  • Proven success record of the management in logistics (any recorded increase of performance in logistics under his/her management, or any particular problem solving practice in logistic management)
  • At least 2 years’ experience in stock management and fleet management
  • Previous experience in directly managing a logistics team

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 requested from you at the application or any stage of the recruitment process, please inform speakup@goal.ie with the details immediately.

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 derhal speakup@goal.ie adresine detayları da içeren bir e-posta gönderiniz.

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.

Thank you.

How to apply:

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: 24 September 2021.



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