Logistics and Procurement Manager for Syria

Line Manager: Operations Director

Duty Station: Damascus/Aleppo, Syria

Position Summary

The Logistics and Procurement Manager (LPM) is member of country programme support staff who manages the operations of entire country programme and its offices, compounds and guesthouses in a way that the programmes can effectively deliver their objectives. The LPM is responsible for providing technical support, guidance and supervision to the logistic, procurement and IT department. The LPM will ensure that procedures and processes are in place, unified and in line with PIN and donor guidelines. LPM also directly leads the process of career development and staff capacity building in the logistic, procurement and IT departments.

The LPM works closely with the Operations Director (OD) order to set up an efficient and safe working living environment for all staff members. S/he provides leadership in specific technical areas of competence, such as recruitment and training of logistics and procurement staff. In order to deliver results, s/he operates within the logistics budget.

Reporting Relations & Interdependencies with Other Functions

The LPM’s line manager is Operations Director.

At country programme level, the LPM is the line manager of logistics and procurement team. However, the LPM shall also work closely with program, finance and security departments.

At headquarters (HQ) level, the LPM works in cooperation with Head of Logistics, Regional Logistics Coordinator, Regional Head of Systems and operations, Security Advisor and with Procurement Officers who provide support and methodological guidance in respective fields. S/he also cooperates with Regional Administrator in regards to staff movements between HQ and country programme.

Duties & Responsibilities

The Logistics and Procurement manager supervises all areas of logistics operations in the Country Programme (CP), namely fleet management, procurement, IT, stock management and base management. LPM ensures standardization of processes/procedures related to operations of logistics and procurement across all field offices.

Programme Support

– The LPM reviews with programme staff projects’ to set or adjust operational solutions according to their needs;

– advises on procurement procedures in project’s procurement planning stage;

– Coordinates with Programme the creation of Annual Procurement Plan and coordinates and supports programme objectives through timely procurement of goods and services;

– coordinates and supports deliveries and distribution from warehouse;

– oversees effective transport planning and utilisation of project vehicles.

Human Resources & Capacity Development

– LMP is responsible for adequate staffing of Logistics and Procurement department

– The LPM participates in recruitment of log/proc team;

– trains and supervises sound logistical team in adherence to PIN logistics and procurement guidelines;

– trains and supports programme staff in procurement procedures;

– oversees training of drivers.

Procurement

– Acts as Procurement Officer (PO) ensuring PIN Procurement Guidelines are followed and carries out approvals accordingly;

– The LPM oversees identification of suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of programme implementation in accordance with PIN procurement guidelines;

– As PO consolidates the annual procurement and identifies feasible framework procurements;

– encourage and support programme staff in proper planning of purchases;

– in cooperation with OD maintains measures to secure anti-corruption, transparency and cost efficiency perception of country programme procurement;

– manages procurement and purchases of programme items as well as office/compound items and services;

– oversees negotiations with local suppliers and contract management;

– ensure PIN and donor standards for sustainable procurement are met whenever possible;

– ensures that PIN Procurement tools and templates are up to date.

Compliance

– The LPM follows the PIN’s Code of Conduct and the Key PIN Policies and educates his/her team on this matter especially in relation to procurement;

– assures compliance with donor procurement requirements;

– assures compliance with PIN administrative and procurement guidelines;

– follows, respects and encourages her/his team to use PIN’s administrative management systems ELO and NAVISION;

– regularly monitors available logistics and procurement BI reports and proactively solve delays, inconsistencies and problems.

Safety & Security

– The LPM knows and adheres to PIN Safety and Security Policy with all associated parts;

– is responsible for setting up safe working and living environment for all PIN staff;

– together with Security department designs and maintains effective transport planning tool, ensuring efficient transportation of staff, minimising costs, ensuring all the transportation;

– Together with IT staff ensures PIN assets (phones, tablets, laptops) are protected against potential cyberattacks.

Logistics & Administration

Fleet and transportation

– The LPM ensure safe, efficient and cost-effective transport of staff and materials/goods;

– ensure efficient fleet management based on rational vehicle utilization (trip approval system), proper maintenance, fuel consumption monitoring and controls systems;

– ensure the PIN Logbook app is used consistently, and data is checked and approved against plan of trips;

– supervises drivers and ensures relevant training;

– ensures regular repatriation of PIN archive from all departments.

Stock management

– in line with PIN’s Logistics handbook and Process manual, establishes accountable and functional supply chain logistics and warehousing systems, following PIN stock management guideline and Procurement guidelines;

– oversees smooth supply delivery to implementation areas/distributions coordinates, supports and supervises field offices’ operational management.

Fixed assets, base management and IT setup

– cares for the technical setup of the country programme, including offices and IT and initiates innovative solutions leading to improved operation;

– oversees functioning office and compound/guesthouse management with all related services;

– Ensure availability of internet for PIN premises as well as for PIN employees when travelling (mainly cross border);

– ensures PIN main systems (HRIS, ELO, NAVISION, logbook app) are working on devices used by PIN staff;

– focuses on greening PINs operations and premises;

– ensures and sets up proper asset management in accordance with PIN Assets guidelines.

Administration

– in cooperation with Finance Manager and OD and with focus on efficiency, creates; and oversees logistics budgets for office, warehouse, compound/guesthouse, fleet and transport management;

– is in charge of regular monitoring of operational spending, based on which implements improvement so cost effectivity is always secured;

– ensures all logistics-related documentation is properly archived, logistics team uses approval workflows and documents (contracts, PRFs, POs and procurements) are approved in real time (not ex-post).

And fulfils any other tasks as required.

Main requirements:

– Previous at least 3-year experience with logistics and procurement in a humanitarian and/or development organization, preferably direct experience from the country program level (outside of the country of residence);

– Proven experience with team management, supervision and coordination of larger team in different locations;

– Ability to work in difficult conditions and under pressure, willingness to abide by security protocols;

– Strong coordination, organizational, critical analysis and problem-solving skills;

– Ability to be result oriented

– Knowledge of procurement rules of main humanitarian donors (ECHO, DG NEAR/MENA, FCDO, USAID)

– Excellent communication skills, including fluent spoken and written English, Arabic is an advantage;

– IT literacy and advanced knowledge of MS Excel;

– Previous experience working in Syria is an advantage

We offer:

· Working environment in a well-established humanitarian organization in a challenging context;

· Salary & Benefits: Salary based on PIN’s salary scale and HR policies; expected salary range between 2300 – 2500 EUR/month super gross (based on experience).

· Additional allowances include:

– Monthly Subsistence Allowance of 1440 EUR/month;

– Accommodation provided by PIN in shared accommodation

· Time off and Rest:

– 25 days of holiday annually;

– 10 sick days

– RnR (additional leave days and flight allowance based on the International Staff Policy for Syria);

· Travel benefits:

– Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work;

– Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;

– Reimbursement for the medical check-up before and after the deployment;

· Health and Well-being:

– Travel health insurance covering medical care, incl. the repatriation;

– 24/7 Medical Support available online;

– Free psychological consultations available online;

· Professional Development: Free access to e-learning platforms and PIN Learning Hub; PIN’s global Induction Training, and tailored capacity-building opportunities.

National candidates are welcome to apply. Employment terms for national staff differ and will be shared upon request.

How to Apply:

If you are interested in this position, send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled. Successful candidates who are nationals of the country where the position will be based, will undergo the hiring process applicable in that country.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.