General Description of the Programme:

GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.

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.

GOAL has two projects (ECHO funded LINK and PRM funded GREEN) in Turkey, 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. On the other hand, 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.

Job purpose:

To manage all procurement contracts and FWA’s as well as to support the effective operation of the GOAL Syria Procurement Department by supporting all local, national and international procurement in Turkey and to ensure that undertaken procurement is conducted in accordance with GOAL Procurement policies and procedures, relevant donor requirements, and in the spirit of obtaining best Value for Money (VFM).

Duties, objectives, and competencies

Procurement:

• Ensure that all assigned procurement procedures in GOAL office are effectively followed in compliance with the GOAL Procurement Manual and relevant donor requirements.
• Assist Procurement Coordinator & GOAL HQ team with high valued procurement and national/international tenders when required.
• Assist Procurement Manager and/or Procurement Coordinator for Single Offer, Multiple Offer procurement processes as well as market surveys and strategic procurement plannings.
• Draft contracts, FWA’s as per standard terms and conditions and tender results.
• Monitor the progress of all orders when appointed, in particular following up orders awaiting approvals to ensure they do not get delayed in the system.
• When appointed, check and approve procurement paperwork prepared by relevant procurement staff;
• Manage the set up and maintenance of all procurement filing, electronic and hardcopy, and ensure that files are complete, correct and include all relevant documentation to meet audit requirements;
• Ensure that the Anti-Terrorist & Sanction Checks (ATSC) file is complete and kept up to date, and ATCs for suppliers are renewed as per the ATSC Guidelines;
• Organise regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process;
• Maintain costing data to enable budget holders have easy access to prices for budget formulation;
• Implement improved systems and procedures for procurement as agreed with the Procurement Manager and Coordinator
• With the support of the Procurement Manager and Coordinator address issues related to procurement procedures that arise from internal audits and reviews when required;
• Providing feedback for revision of templates and update documents when required,

Contract Management:

• Liaise closely with Procurement team to ensure that the Contract Management System (CMS) and Framework  (FWA) tracker are correctly updated on regular basis;
• Ensure that the CMS and FWA tracker captures all relevant information and dates;
• Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information is updated onto the CMS on a daily basis;
• Communicate to all relevant staff on contracts awaiting approvals to ensure they do not get delayed in the system;
• Communicate to budget holders and requestors on any expected delays;
• Ensure all contract end dates and payment dates are followed up through Contract Management System(CMS) and necessary actions are taken.
• Contact and follow up with requesting department to ensure PR’s for expiring contracts, FWA’s are raised on a timely manner.
• Ensure FWA’s and Contracts are reviewed in terms of performance on an agreed time schedule as per contract/FWA terms,
• Ensure that all respective documents in place in the FWA folders
• Ensure all contractual documentation in use is the authorized and latest version
• Arrange market assessments for ongoing FWA and contracts as per requirement based on FWA and Contract terms.
• Within the terms of the contracts and FWA’s, monitor KPI’s, develop and maintain the feedback reporting systems.
• Provide input for SLA’s and KPI’s for contracts and FWA’s.

Finance & Procurement:

• Supporting preparation of accruals for finance at the end of project
• Following up with finance to fill CMS,FWA tracker, share payment information etc

Reporting

• Contribute procurement updates to the Weekly Report;
• Prepare procurement data for the Procurement Report to HQ, as directed by the Procurement Manager, Coordinator or SD.
• Submit clarification/information for compliance reports/requests by submitting supporting documents

Human Resource Management:

• Arrange Inductions when appointed
• Preparing Interview and written test questions when requested

Other Duties:

• Preparing Training Materials and providing training to programme, system including procurement staff
• Preparing presentations for GMM’s and presenting information
• Attending Procurement Planning Calls when/if required
• Supporting preparation of procurement planning tools, identifying when to raise PR’s, providing timelines to programme
• Preparing and presenting training for partners when required
• Checking procurement documents of new partners, such as procurement manual, threshold etc
• Checking procurement documents for each partner such as procurement plan and budget
• Any other duties as directed by the Procurement Coordinator and/or ACDS in the management and coordination of the Procurement Department; and
• All positions in GOAL Syria may at times require manual handling and lifting.

Requirements (essential):

• Tertiary diploma in relevant area (procurement, logistics, or administration) and/or equivalent years practical work experience in a relevant field.
• At least 4 years of relevant work experience in areas such as procurement, logistics, office/business administration in private or government sectors;
• At least 2 years proven contract management and staff management experience;
• Proven ability to develop staff and provide training on systems and procedures;
• Committed team player and ability to work within a multicultural team;
• 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;
• Trustworthy and honest; and
• Ability to write, speak and work in English.

Requirements (desired):

• Previous work experience with an International Humanitarian NGO;
• Basic technical knowledge in an area of Humanitarian Procurement and Logistics; (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), or other); and
• Arabic language skills.

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 06 October 2022.  

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.