CARE is Looking for Program Support Assistant (Iskenderun)

CARE International Hatay
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Bu ilan yayından kaldırılmış Görüntülenme : 1783

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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.

The Program Support Assistant is a part of the program support department and the position exist to directly manage all system and procedures of country sub-office supply chain management especially, procurement, assets, logistics and supply chain management. The Program Support Assistant will assist Logistics Officer and Procurement Coordinator to ensure the effective implementation of project. She/He is responsible for ensuring the smooth and efficient operation of procurement, logistics & supply chain management, Administrative needs of CARE Turkey sub-office and providing support to other departments.

 

RESPONSIBILITIES

Job Responsibility #1  Procurement Management:  % 10 of time

  • With the technical assistance of Procurement Officers ensuring proper tracking of Online/Offline Purchase Requisition and provide feedback to the requester for any further clarification before preparing of RFQ
  • Updating of Procurement Tracking register coordinating with Procurement Officers
  • Assisting Procurement Officers in preparation of RFQ
  • Preparing Summary of Bid Analysis (SBA) and share with Procurement Officer
  • Prepare weekly, monthly and quarterly procurement status reports for purchases in Urfa.
  • Negotiate with suppliers for the best terms of service including price, delivery, payments and after sales service.
  • Assist project management for preparing of “Good Receiving Notes “GRNs”
  • Take initiative for procuring of all goods and services valued below USD 500 as per the Procurement Policy in consultation of requesters and Officers and Procurement and Logistics Manager

 

Job Responsibility #2 Vendor  Management: % 10 of time

  • Taking the lead on identifying of new vendors to enlist more vendors in the system collecting all valid documents related to business 
  • Assist PAL team to conduct market search and provide the required information to create and update CARE’s vendor list.
  • Assist Procurement Officers to develop CARE Turkey Approved Vendor List which includes the vendors’ files creation 
  • Assist vendors for completing the Vendor Set Forms and maintaining of proper filing system of Approved Vendor List.
  • Ensure Vendor Set-up are done through PeopleSoft and obtain approval the procurement committee before filling confirming all documents (Company’s profile, VAT Registration, Ref. etc.) 

 

Job Responsibility #3 Procurement Documents Filing and Vendors Payment: % 10 of time

  • Ensure all procurement documents are filed in an orderly fashion, up to date and are easy to access future reference
  • Making copy of all procurement documents before submitting to Finance Department for Payment
  • Prepare the Disbursement Request (Payment Request) obtaining approval on the “GRN” and the “Disbursement Request” confirming the charging code from the Budget Holders
  • Ensure to keep a copy of the procurement documents before submitting to Finance and no payments documents are  submitted without recording in the “Black Book” the document submission register
  • Follow-up with the Finance Department for all payments are made in a timely manner to update the Procurement Status Report.

 

Job Responsibility #4 Logistics and Property management : % 15 of time

  • Ensure receiving of good and materials as per the Purchase Order with the consent of requester and in consultation of Procurement  Unit
  • Handling of proper storing of goods and materials in the store and make sure no materials are released from the store without proper documentation (Waybill and stock release forms))
  • Assist Logistics Officer for managing of property in order to ensure proper record keeping
  • Assist the Logistics Officer preparing the Assets Receiving and Releasing documents in order to update the Assets Master Register
  • Assist Logistics Officer for conducting of Physical Property counting in order to preparation of Physical Property report.
  • Making physical count of office supplies & materials in warehouse /reporting to Logistics Officer.

 

Job Responsibility #5 Administrative Support and Fleet management % 55 of time

  • Acting as focal point to manage fleet and drivers.
  • Preparing Paperwork related to fleet and drivers.
  • Based on travel requests, making intercity kiss contact arrangement and inform passengers via e-mail.
  • Arranging movement plan for field visits.
  • Office key management: making sure the opening and closure of the office is done properly.
  • Line managing Handyman and the cleaner.
  • Support HoO and another supervisor as needed.
  • Following office cleaning materials and stationery.
  • Following cleaning and needs of Guest Houses.
  • Arranging and following hotel booking and venues.
  • Following utilities of Offices and Guest Houses.

 

QUALIFICATIONS

Education/Training

Required

  • High School Degree or University Degree in Administration, Logistics and Supply Chain management

 

Experience

Required

  • 1 – 2 year-experience in Administration, Logistics & Supply Chain management

Desired

  • 2 to 3 year-experience in not-for-profit organization with experience in complex emergency environments

 

Technical Skills

Required

  • Knowledge on procurement, logistics and supply chain management system and procedures
  • Good communication and writing skills
  • Good networking capability
  • Ability to organize and facilitate training sessions
  • Fluent in speaking and writing in English.
  • Fluent in Speaking and writing in Turkish.

Desired

  • Knowledge and skills: Knowledge of NGOs policies and procedures.
  • Knowledge and experience on administrative tasks and responsibilities

 

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.

Interested candidates, please attach 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, following to provided link when you click on the apply button.

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 attach 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, following to provided link when you click on the apply button.

Applications in languages other than English will not be reviewed.

Only short-listed candidates will be contacted

** CARE International is an Equal Opportunity Employer **

** Female candidates are encouraged to apply! **

 

CARE International

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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