Senior Procurement Officer – Idleb Syria – Syrian Arab Republic 10 views

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

Job purpose:

The purpose of this position is to ensure the efficient and compliant operation of GOAL Syria’s Procurement Department by conducting high-value tenders, actively monitoring all framework agreements, long-term contracts, and pre-qualified supplier lists, and producing accurate, timely procurement and contract-management reports, while guaranteeing that all procurement is conducted in accordance with GOAL’s Procurement policies and procedures, relevant donor regulations, and the overarching principle of achieving the best possible Value for Money (VFM).

Duties, objectives and competencies

• Process procurements assigned to you by the PM ensuring that all procurement procedures in the GOAL offices inside Syria are effectively followed in compliance with the GOAL Logistics/Procurement Manual and relevant donor requirements.
• High-value tenders: Manage end-to-end tender processes that assigned to her/him—ITT/EOI preparation, evaluation, award and contracting—in full compliance with the GOAL Procurement Manual and donor rules.
• Framework agreements & Pre-qualified Suppliers: Keep the FWA tracker, pre-qualified supplier tracker and SharePoint folders current; coordinate six-monthly supplier performance reviews
• Prepare electronic and hardcopy procurement files for each PR (Request Form) and ensure that all relevant paperwork is filed, original and scanned copies, as per GOAL Procurement Manual and internal audit requirements. Update the FWA Trackers on SP and ensure all relevant information is included.
• Process the assigned PR’s according to the GOAL Procurement Manual/Procurement Chart procedures.
• Analyse the specification of the supplies, works or services required and source potential, reliable suppliers who can meet these specifications.
• Assist the PM in preparing and Conduct field visits and market surveys with the PM and Supply Chain Advisor Coach the procurement officers/assistants on GOAL procurement processes, monitoring progress of their work and providing ongoing training in roles and responsibilities on advice from the Procurement Manager.
• Ensure that all suppliers have (ATSC) completed, according to the procurement process and up to date.
• Prepare Request for Offers (RFO) or Invitation to restricted Competition (IRC) to obtain quotations/bids as per required process;
• Complete Bid analysis (BA) and Tender/Procurement report for review and obtain the necessary signatures for approval from budget-holders and finance department; as well as arrange PCOMs/TCOMs in time.
• Framework agreements & Pre-qualified Suppliers: Keep the FWA tracker, pre-qualified supplier tracker and SharePoint folders current; coordinate six-monthly supplier performance reviews.
• Raise Purchase Orders/Contracts to place the order with the chosen supplier and follow up the status of the goods, to delivery to the required location, as per the PR;
• Ensure that Goods received Note and Service / works Receive Report are prepared for all deliveries and attached to the procurement file;
• Review all PO’s\Contracts for procurement staff before sending it for signing.
• Review and ensure that all documents of the procurement process and payment documents completed by the officer/ assistant are correct and in compliance with GOAL procurement manual
• Ensure that all selected suppliers are registered on the GOAL Syria Registered Supplier List, and maintain it by updating it where necessary with regular reviews of suppliers together with PM and Supply Chain Advisor on suppliers based on criteria of reliability, quality and prices of goods offered, terms & conditions, after sales services offered, and warranty guaranteed.
• Assist Procurement Manager to manage the procurement E-mail and closely monitoring it.
• In case any problem with payments to supplier get in contact with finance and try to solve the problem.
• Complete all financial paperwork, obtain the necessary signatures for approval and ensure payment to the supplier is affected.
• Raise PRF, prepare reconciliation list and checklist.
• Track the status of all PRs in an Order Tracking System (OTS) in Digital OTS and ensure all Procurement officers are updating the same in a timely manner.
• Assist other departments to find out all the information about the materials to be purchased and the available specifications and conduct a market assessment.
• Follow up on the status of pre-qualified supplier lists and update supplier information as needed.

Reporting

• Contribute procurement updates to the biweekly procurement Report.

Other Duties:

• Contribute to yearly, grant-based procurement plans if required by Procurement Manager and Supply Chain Advisor
• General work in assisting in the overall process and day-to-day duties of the procurement Department.

Requirements (essential)

• Holds a university degree(engineering, economy, business administration, management and human sciences or relevant).
• At least 3 years of relevant work experience in areas such as procurement, logistics in INGO /NGO, private or government sectors;
• At least 1 year experience proven in procurement field with INGOs/NGOs in complex tender and contract management.
• Ability to understand and implement organisational and donor policies.
• Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel).
• Ability to manage and prioritise a varied workload in a in a dynamic work environment.
• A flexible approach to work and willingness to take on extra duties, work additional hours or on weekends as required.
• Excellent attention to detail.
• Ability to write, speak and work in English and Arabic.

Requirements (desired)

• Proven experiences in procurement field with INGOs/NGOs in high Value tenders.
• Proven staff management experience
• Ability to manage and prioritise a varied workload in a in a dynamic work environment.
• Diplomacy and negotiation skills.
• Basic technical knowledge in an area of Humanitarian Logistics; (e.g. ICT; mechanics; construction; electricity; Water, Sanitation and Hygiene; or other).

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 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 behavior of a GOAL staff or partner.