JOB SUMMARY

The Assistant Procurement Officer will support Procurement Officer in the delivery of humanitarian projects to assist individuals, families, and communities affected by Syria crises.

This will include completing a range of tasks to support the team with supply chain needs and plan, document, and monitor the supply of materials, equipment, and assets, ensuring their use according to IR and donor procedures.

Turkish nationals, particularly from İstanbul, are strongly encouraged to apply, as are female candidates.

MAIN DUTIES & RESPONSIBILITIES

The following duties are generic and may differ depending on the requirements of the mission.

Under the supervision of the Procurement Officer based in Turkey. The Assistant Procurement Officer based in Istanbul, Turkey, is responsible for the following duties:

• Assist Procurement Officer for execution of procurement and deliveries when directed by Procurement Officer
• Assist Procurement Officer in ensuring procurement guideline and limits are being followed by Country office and all area / field offices
• Assist in Preparing agreement formats which can be utilized by Country office, Area and Field Offices
• Assist in Preparing all the legal contracts carefully
• Assist in compiling vendors and all periodic payment
• Provide updated Procurement Plan to Procurement Officer
• Immediately get deployed in case of emergency as per the directions of Procurement Officer
• Assist in Preparation of reports, charts, summaries etc for Procurement Officer
• Arrange suppliers facility visit
• Represent Islamic Relief’s interests within inter-agency procurement activities.
• Ensure the correct implementation of Islamic Relief World wide’s procurement procedures.
• Ensure the usage of required Islamic Relief Worldwide procurement documentation and donor requires and enable the auditing line.
• Assist in Managing a local emergency stockpile and goods consolidation point in order to permit the rapid movement of humanitarian supplies.
• Assist Procurement Officer to Design and implement procurement tracking system.
• Assist in developing key performance indicators by which localized procurement contracts can be managed.
• Provides advice and guidance to vendors on procurement matters, and coaches suppliers on relevant processes (i.e. Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure donor needs are met, the IRW obtains best value, and to ensure
• Plans, organizes and leads the bid solicitation process including drafting and floating RFQ, RFP, developing bid evaluation criteria
• Participate on the bid evaluation committees, ensures the integrity of the competitive process, facilitates bidder debriefings, and exercises appropriate judgment and tact while ensuring to protect confidential information
• Prepare meeting minutes
• Prepare request and purchase orders to order materials, goods and supplies, send them to the suppliers.
• Assist with managing the administrative process throughout the duration of the preparation of the all documentation until the award of the contract
• Interact with the suppliers on a day to day basis, review deliveries against the orders.
• Ensure timely delivery of goods and all other bindings of legal contracts
• Assist maintain in updated records of Invoices and contracts
• Any Other duties or responsibilities assigned by the Supervisor

SKILLS

• Excellent organizational and information t skills
• Able to conduct rigorous checks on data and documentation.
• Excellent communication skills – able to communicate and report both orally and in writing.
• Ability to work on own initiative as well as part of a team
• Communicates honestly, openly, and consistently. Shares information appropriately and who sures that views of all members of the team are freely expressed.
• Willing to be accountable for work conducted.
• Encourages a positive rather than negative viewpoint.
• Problem solving skills and self-management – able to form creative solutions in problem solving.
• Ability to manage multiple priorities and work under pressure and to deadlines.
• Good interpersonal skills and the ability to work sensitively with people from various cultural and social backgrounds.
• Able to build productive working relationships with local/provincial authority figures, colleagues, and members of other organization.
• Willing to adapt to IR’s norms and values without compromising personal beliefs and principles.

QUALIFICATIONS AND COMPETENCIES

Education:

University degree in Business Administration and/ or Supply Chain or related fields with a relevant combination of experience in areas such as procurement or operations/ management, supply chain management, etc.

Work Experience:

At least 1 year of progressively responsible experience in Supply chain / Procurement. Varied warehousing/ logistics functional background is an asset, from procurement to warehousing, transport management and distribution to beneficiaries. Experience in international humanitarian response or military operations is an asset.

Languages:

Fluency in spoken and written both English and Turkish. Knowledge of Syrian Arabic is an advantage.