Procurement Assistant – Gaziantep or Hatay, Turkey (Turkey Program)

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 protection and self-reliance of vulnerable and marginalised migrants and host community members in southern Turkey.

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL Syria implements multi-sector programmes in Northwest Syria (NWS) addressing the multiple vulnerabilities that households and communities are facing after a decade of conflict. At the household level, the program design creates links between its multi-donor funded emergency response program to its food security, winterization, and shelter programming, and complements food assistance programming with basic needs assistance via Multi-Purpose Cash Assistance (MPCA). At the community level, GOAL supports bakeries facilitating the provision of affordable bread to large catchment areas in Idleb and North Aleppo. GOAL has a large-scale WASH infrastructure support programme that provides water throughout large areas of Idleb governorate.

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 Irish Aid) in Türkiye, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labour. 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 Türkiye, by sensitization/capacity building (targeting key stakeholders and service providers, etc.) activities, and Case Management (CM) 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 Türkiye. On the other hand, Irish Aid grant is targeting earthquake survivors and providing humanitarian assistance to affected families.

Job purpose: To support the effective operation of the GOAL Türkiye & Syria Procurement Department by conducting timely and efficient procurement for GOAL Türkiye & Syria programme and system activities, in accordance with GOAL Logistics policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM).

Duties, objectives and competencies

• Ensures that all the procurement procedures are being taken in place, following GOAL and donor policy and guidelines.
• Prepare electronic and hardcopy procurement files for each PR (Purchase Request)) and ensure that all relevant paperwork is filed, original and scanned copies, as per GOAL Procurement Manual and internal audit requirements.
• Prepare Enquiry Forms (EF) and Request for Quotation Documents (RFQs) to obtain quotations/bids as per required process ensuring all relevant information is captured from suppliers for valid quotes;
• Assists prepare Bid Analyses (BA) and PCOM meeting notes for review by the PM or Procurement Officer and obtain the necessary signatures for approval from relevant committee members and BH if needed.
• Coordinating with Compliance team, to ensure that all suppliers have Anti-Terrorist Checks (ATSC) completed before signing the PO/contract, according to the procurement and compliance procedures.
• Raise Purchase Orders / contracts to place the order with the chosen supplier and follow up the status of the goods, service or works to delivery to the required location, as per the PR.
• Ensuring that all awarded suppliers are registered on the GOAL Registered Supplier List, and update where necessary;
• Keep the GOAL Registered Supplier List for Türkiye updated.
• Complete procurement file paperwork, including collecting GIDs, and forward with supplier invoice to DFLM in a timely manner for raising
• Payment Request Forms (PRF) for suppliers;
• Ensure that the Order Tracking System (OTS) is up to date for the PRS assigned to him/here and updated daily before the close of business day.
• Ensure the accuracy of the Türkiye program contract data by reconciling with the CMS system report and the information received from finance.
• Update FWA Tracker after each PO / contract signed under the existing Framework Agreements.
• Conduct market surveys if assigned by PM and PC.
• Support the procurement team and manage if needed for Travel Requests by contacting the contracted Travel agency, and follow the invoice and submit the payment for travel agency

Other Duties:

• Contribute procurement updates of his/her assigned PRs to the Weekly Procurement Report;
• General work in assisting in the overall process and day-to-day duties of the Procurement Department.

Requirements (essential)

• Turkish Citizenship.
• Bachelor’s degree in a related field.
• At least 1 years of relevant work experience in areas such as procurement, logistics, office/business administration in private or related area and government sectors;
• 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 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.
• Ability to write, speak and work in English and Turkish.

Requirements (desired)

• Diplomacy and negotiation skills.
• Basic technical knowledge in an area of Humanitarian Procurement; (e.g. ICT; Protection, Food Security, WASH or other)

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. Qualified female candidates are strongly encouraged to apply.

Application deadline is  30 May 2024. 

Please note that only shortlisted candidates will be contacted.

“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 is requested from you at the application or any stage of the recruitment process, please do not respond.”

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 yanıt vermeyiniz.

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.