Mission 1: PROCURMENT

Objective: To cover the hub’s needs in materials, equipment, and services

Benchmark: Compiled Procurement files, signed contracts/framework contracts, application of rules and procedures

• Support partner logistics in establishing contracts/framework agreements for purchases, supplies, and services using tendering, supplier selection, negotiations, and bid analysis.
• Oversee procurement from PSR validation to payment, ensuring compliance, documentation integrity, and timely follow-up.
• Manage supplier payments to optimize accruals and cash flow at the base level.
• Coordinate with Lebanon mission logistics on contracts to enhance operational efficiency and reduce audit risks.
• Prepare and process Derogation requests/Note-to-file approvals for partner purchases and field activities.
• Identify alternative suppliers through Market Surveys and maintain an updated supplier database.
• Ensure essential materials availability for ongoing partner projects and base operations.
• Act as the focal point for suppliers, service providers, and local authorities, handling required documentation and translations.
• Oversee customs clearance for partner purchases, particularly AMDs and P&O items.
• Verify completeness and compliance of partner purchase documentation per HI rules before validation.

Mission 2: WAREHOUSING AND STOCK MANAGEMENT

Objective: To ensure that stock procedures and policies are respected and followed

Benchmark: Archived Stock documents, data entry on inflow system, application of rules and procedures:

• Ensure stock procedures and policies are implemented and respected by partners.
• Maintain optimal storage conditions at the partner level.
• Ensure proper use of stock management tools (Stock Release Order, Returns, Reception Notes, Transfers, Delivery Notes, Waybills, Stock Cards, etc.).
• Oversee stock data entry, sharing monthly reports to monitor distribution and purchasing flow.
• Track and monitor stock movements and spending for partners.
• File and archive stock documents per HI policy in English & Arabic.
• Receive, track, and update monthly stock reports (in, out, balance) for partners and submit to management.
• Verify that physical stock balances align with theoretical records and resolve discrepancies.
• Support stock reconciliation with program data to ensure accurate reporting.

Mission 3: FLEET MANAGEMENT

Objective: To facilitate movement of staff in a safety manner

Benchmark: Tracking movement sheets, Fuel consumption matrix and VMC

• Ensure all the staff transportation needs are fulfilled.
• Monitoring and tracking of all vehicles’ use and consumption.
• Ensure Proper filling of the required documents regarding Fleet Management, the vehicle logbook and Movement Plan.
• Managing the vehicles' fuel supply.
• Ensure Implementing of the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the security rules and Hi's regulations and follow up on road accidents.

Mission 4: IT EQUIPMENT AND ASSETS

Objective: To cover the hub needs in equipment and assets in general and assist the staff in the IT section Benchmark: EMC update with all papers needed, Physical inventories update, Participation in the application of ICT PolicyEnsure all the staff transportation needs are fulfilled.

• Manage and track assets for the Centre Hub (identification, coding, inventory, equipment files).
• Ensure equipment functionality and staff training per HI standards.
• Conduct regular physical equipment checks.
• Coordinate asset localization and monitoring with Hub/Partner in EMC.
• Organize and submit regular inventory reports to Field/Hub Logistics Manager.
• Ensure IT Charter compliance, overseeing email and internet access.
• Serve as the focal point for IT issues and network management.
• Maintain IT equipment and support configuration needs.
• Manage new email creation and IT setup.
• Liaise with Lebanon mission for IT and network/server-related issues.

Mission 5: PREMISES MANAGEMENT

Objective: To ensure the efficient management of HI premises

Benchmark: Updated CMC, signed contracts/framework contracts, Payments tracking

Ensure all the staff transportation needs are fulfilled.

• Manage premises (guesthouses + office), including rental, payments, and maintenance.
• Ensure availability of office supplies, utilities, fuel, and welfare items.
• Track lease agreement expirations and anticipate renewals.
• Oversee office keepers and daily workers, scheduling shifts and ensuring facility safety.
• Monitor energy consumption (generator/fuel).
• Track utility contract costs (water, electricity, etc.).
• Conduct security assessments and ensure safety measures (locks, watchmen, first aid kits, extinguishers).
• Supervise office-level safety procedures.
• Ensure premises are fully equipped per HI policy.
• Coordinate with Lebanon mission on premises and maintenance issues..

Mission 6: PARTNERSHIP FOLLOW UP AND COLLABORATION

• Provide the needed support and capacity building for the Hub partner's focal points in terms of Procurement, Warehouse and stock management and logistics whenever needed or asked by Line manager.
• Follow up on HI purchases, stock and Equipment that is allocated with the partners under your responsibility.

Mission 7: MOVEMENT, ACCOMMODATION, AND VISITORS

• Facilitate and organize international movements (ITR preparation, airport pick-ups and drop-offs, etc.) in link with Coordination.
• Organize accommodation for visitors {Guest houses, hotel);
• Provide all visitors with an envelope including mobile phone, contact list, map, keys, instructions, etc.
• Facilitate and organize all internal movements.
• Liaise with Lebanon mission for all issues related to movements and accommodation whenever needed.

Mission 8: COORDINATION AND REPORTING

• Update and share monthly the required logistics reports to line managers such as: Purchase Monitoring Chart - PMC {Fully updated), Equipment Monitoring Chart - EMC (Fully updated), Contract Monitoring Chart - CMC (Fully updated), Stock Reports, Reconciliation Reports, TAFF, Tracking Sheets and other relevant.
• Participate actively in every biweekly team meeting and logistics department meetings.
• Ensure a smooth coordination with the coordination in Amman and provide them with all information required as well liaising for daily operation management, sharing information and tools, meeting in case of need with Lebanon mission
• Ensure that all logistics HI and partner files are archived in a complete and structured manner
• Follow up and ensure with logistics staff at partner under your responsibility that they conform to established procedures and that they are sending regular reports on monthly/quarterly basis and ensure constant up-to-date logistics reporting and tracking sheets (PMC, CMC, etc.)

Mission 9: DEMONSTRATE ETHICS AND PROFESSIONAL PRACTICE

• Show professional ethics, respect and promote Humanity and Inclusion`s (HI) mandate.
• Respect the Humanity and Inclusion (HI) protection of children policy and protection of beneficiaries from sexual exploitation and abuse policy and report to your line manager any non-respect of Hi's policies amongst the teams or partners.
• Respect the Humanity and Inclusion`s (HI) policy and mechanisms for the prevention of, and fight against, bribery and report to your line manager any non-respect of Hi's policies amongst the teams or partners.
• Always observe strict commitment to Humanity and Inclusion`s (HI) Security & Safety regulations as per procedures in place at mission level.

Mission 10: SECURITY

CONTEXT MONITORING

• Conduct daily monitoring of local media, verify information with trusted sources, and provide reports as necessary.
• Regularly assess the political, military, economic, social, and humanitarian landscape in Hasaka.
• Promptly alert HI’s Hub Manager and NES HASM of security incidents or threats affecting personnel safety or organizational operations.
• Actively contributes to strategic workshops and planning meetings, offering insights on population needs, operational gaps, key actors, and contextual developments.

SECURITY MANAGEMENT

Support HAS Manager

• Support the HAS Manager in analyzing security incidents and providing recommendations.
• Report any incidents near or within the office to the NES HASM and Hub Manager.
• Deliver security briefings and induction sessions for new starters and CEN visitors.
• Train new staff on movement procedures and the use of communication and tracking tools.
• Develop training materials and conduct security training for HI staff, covering security SOPs, sat phone and GPS use, ERW safety precautions, safe driving, and other key security topics.
• Provide strategic advice to HI security managers (Hub Manager and NES HASM) during crisis management and security incident resolution.

Field visit & Assessment

• Conduct access analysis to identify obstacles, improvement opportunities, and key stakeholders for field visits in Syria.
• Develop and refine the road map for all WoS visitors traveling to GOS Syria.
• Deliver comprehensive security briefings covering cultural, economic, and political contexts, offering rational scenarios and informed discussions for each team visit.
• Ensure continuous movement tracking of field visit teams both during and outside working hours.
• Approve and validate all movements of field teams throughout their visits.
• Conduct thorough debriefing sessions post-field visits to assess outcomes and address key findings.

SUPPORTING PARTNERS

• Collaborate with partners to monitor context, assess security situations, and respond to incidents.

• Provide security management support to partners in coordination with NES HASM.

• Organize workshops and training sessions for partner employees, including drivers and project staff, to enhance security awareness and preparedness.

      RISK ANALYSIS

• Contribute to the security mainstreaming by closely coordinating with all departments.

ACCESS

• Strengthening HI's Access Strategy and engagement in Hasaka governorate to enhance connections and collaboration with NES stakeholders, including UN agencies, NGOs, security actors, and administrative and community representatives.

  This position reports to two departments, with the majority of responsibilities (60%) falling under the logistics department and a smaller portion (40%) under the HAS department. Please note that these percentages are subject to change based on evolving needs.

   

   

Skills

Professional Skills       

Cross-sector skills

JOB CONDITIONS 

Salary: 1120 USD per month 

Starting date: ASAP

Duration/ Type of contract: 9 months renewable - based on performance and availability of funds