Partner Procurement Coordinator 142 views

Job Summary
The main role of the Partner Procurement Coordinator is to coordinate the procurement for all partners in Turkey above the $10K threshold; oversee the procurement activities of the partners inside Syria (through the CARE’s procurement and logistics consultants inside Syria) and to build the capacity of Partner’s staff.  Working closely with the respective procurement team at CARE Turkey for processing of partner’s procurement above the $10K threshold in compliance with Donor rules and regulations, and at the same time be responsible for ensuring that the procurement for the cross-border operations is conducted in a timely and efficient manner. All procurement activities conducted must adhere to operating policies and procedures and include accurate and up-to-date vendor information.

 

Reporting to the Procurement and Logistics Manager (Cross Border), the Partner Procurement Coordinator will be responsible for managing the Procurement in Turkey and support partner’s procurement inside Syria and he/she will be following up on the procurement of goods and services for the Cross Border operations. This position will also be responsible for the planning, developing, implementation and management of the key procurement strategies that include the creation and evaluation of formal requests for proposals/quotations, negotiating contracts, contract management and seeking out new opportunities to support CARE’s strategic plan.

 

Responsibilities and Tasks

 

Job Responsibility #1: Partner in-kind Procurement Management 20 %
  • Ensure that the Cross- Border procurement activities are conducted in a timely and efficient manner;
  • When a request is received from the respective partners or the cross-border program team, to assess the requester’s requirements, suggest the best value for money and the available options. Seek guidance and support from other members of the Procurement Team, to ensure that the appropriate goods or services are procured;
  • Review the Online Purchase Requisition which shall include but not limited to the review of all information including full specifications and charging instructions for all the in-kind procurement done by CARE on behalf of all partners for all amounts above the $10K threshold;
  • Ensure that the CARE & Donors’ procurement regulations are adhered to before initiating any procurement;
  • Review all RFQs very carefully before forwarding them to the procurement officer(s) for release to the approved vendors and the next steps in the process;
  • Reviewing Summary of Bid Analysis (SBA) to ensure that the products or services provided are in line with the requests and that they are of high quality, met specifications and within the approved budget;
  • Ensure that Partner’s Good Receiving Notes “GRNs” are completed correctly and timely and provide all supporting documents to the Logistics Officer for entering the GRN in PeopleSoft and registering any assets under the Assets Master Register.
% of time
Job Responsibility #2: Vendor management:

  • Assume the lead role, or participate in a working group, to establish an Approved Vendors List of vendors inside Syria for all partners. The Procurement and Logistics Consultants can also support this process;
  • To check for Vendor References, with other INGOs and the Logistics cluster, on a regular basis to ensure that the partners are dealing with reliable and genuine vendors;
  • Provide regular capacity building of the Procurement and Logistics Consultants in order to carry out visits to the vendor’s premises to verify their capacity, area of expertise, reputation, any gaps, existence and to report directly to the Procurement and Logistics Manager;
  • Involve the Procurement and Logistics Consultants to provide feedback on the samples of items when requested
  • Ensure that at the time of delivery at the zero points, a random or complete check should be done. This can be done jointly by the respective partner(s) and procurement and logistics consultants at the zero points or inside Syria. Both should sign and acknowledge receipt of the goods and copy of the report to be shared with the CARE office in Gaziantep;
  • Ensure that the respective partner(s) and the procurement and logistics consultant must check 100% of the boxes, received through the zero points, for any outward damage and/or tampering.
30 %
 

Job Responsibility #3: Partner Capacity Building:

20 %
 

  • Work with the partner organizations on procurement that is conducted inside Syria throughout the procurement cycle;
  • Ensure that the additional controls set in the receipt and dispatch of items to Zero points (as stated in the Job Responsibility #2 above);
  • Attend kick-off meetings for new projects and share CARE’s procurement and logistics policies and procedures including donor regulations;
  • Conduct regular logistics and procurement training or refresher sessions on procurement management, asset management, and warehousing.
% of time
Job Responsibility #4: Partner Procurement management for inside Syria purchase process (for PRs which are valued at above $ $3,500): 20 %
 

  • Manage the Procurement and Logistics Consultants inside Syria and provide them with instructions and guidance for follow up with CARE Partners to ensure that the procurement process and logistics arrangement is in line with the respective CARE’ Procurement policy and the donor regulations;
  • Support the partners to enhance internal control and procedures for better  procurement management ;
  • Support the partners in the procurement planning process which assumes market analysis and vendor profiling ;
  • Review and participate in the procurement process, inside Turkey, for any request having a value of $10,000 and above  that are planned or are initiated by the Partner to ensure that the processes of Request for Quotation (RFQ), review and selection of offers and contracting of the vendors is done according to the standard procedures;
  • Support Partner in providing information related to vendors and the results of the Bridger Checks etc ;
  • Pro-actively inform CARE’s management of any potential risk at the Partner’s level that is within the scope of procurement.
% of time
Job Responsibility #5: Archiving Procurement documents and Audit Response: 10 %
  • Ensure that all partner procurement-related documents are filed/kept in an orderly fashion and are easy to access for future reference and audit reviews;
  • Inform all partners and CARE’s procurement in a timely manner, of any donor and CARE updates relating to procurement and logistics;
  • Work closely with all staff and maintain a professional relationship with partner’s colleagues;
  • Prepare proper audit responses and clarification on issues raised by auditors and provide all necessary supporting documentation;
  • Arrange meetings with the partner’s staff to discuss and resolve any issues in the procurement process.
% of time
Problem Solving
The position requires the collection, processing, and analysis of diversified data of intermediate level of complexity in conformity with established policies, procedures and instructions. For this position, what has to be done is known but how to do it is not always defined and will require some level of problem-solving, proposing solutions, etc.
Qualifications (Know-How)
Education/Training
Required
  • Bachelor’s Degree in Administration/Procurement/Logistics
Desired
  • Masters Degree in related field
Experience

 

Required
  • The position requires a minimum professional experience of 5 years in the management of Supply Chain Management (SCM), procurement and logistics procedures.
Desired
  • Since this position supports all the Syrian partners in Turkey and inside Syria, Arabic language is desired, besides fluency in English
Technical Skills

 

Required
 

  • Good knowledge in the Supply Chain Management;
  • Good knowledge of procurement management, desirable knowledge in the norms of relevant donors and/or funding agencies;
  • Good knowledge of management and execution of procurement procedures;
  • Good knowledge of the status of development and the social context of the Country in general; and
  • Good working knowledge of English.
  • Intermediate level computer skills

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 to  [email protected]  and [email protected] .
  • Reference Code: Partners Procurements Coordinator 
  • To help us track our recruitment effort, please indicate in both your email and cover letter where (vacanciesinturkey.com) you saw this job posting.

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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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. CARE began projects responding to the needs of Syrian refugees in southern Turkey in October 2014.

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