• Assist in ensuring that procurement daily activities are conducted in a fair, transparent and accountable manner and in compliance with the Procurement manual, donor requirements, and other reference documents as a guide.
• Manage the procurement for field offices activities up to $3500.
• Assists staff as needed on creating clear and understandable purchase requests and other documentation.
• Assist in soliciting and gathering quotes, as per policy, conduct analysis and compares quotes as needed.
• PO contributes to guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers and that all related documents are to be kept secure and strictly confidential as well as to assure that adequate measures are being taken to assure that confidentiality is maintained.
• Assist in monitoring the receipt of bids and ensure that deadlines are adhered to and demonstrate the outmost fairness in the process.
• Ensure that Good Received Note information properly match contract, invoice, and receipt information.
• Work to expand the vendor list by maintaining a professional relationship with listed vendors and service providers to ensure that materials and requirements meet established standards, and those applicable policies, practices and procedures are understood and followed.
• Assist in surveying the market for new potential vendors and assist in the process of evaluation for enlistment into the vendor list.
• Ensure that NES – field offices unit complies fully with the anti-terrorism policy and documents all screening result for future reference.
• Ensure that the procurement tracker is maintained and up to date and that all reports are completed and submitted in a timely manner.
• Assist in conducting awareness sessions for local vendors on accessing the organization’s procurement platform to enhance their capacity.
• Conduct training sessions for local vendors on properly formatting legal and formal documents to meet eligibility requirements for the vendor selection process
• Work with program, procurement HAS and OSU to organize distributions and clearances ensure timely delivery of goods to field sites.
• Ensure that the distribution tracker is maintained and that distributions are done in a timely manner, including working with OSU to ensure clearances and approvals are done.
• Ensure that all monthly logistics reports (fleet, generators, etc.) are prepared and submit to the head of offices copying in SCSO in a timely manner.
• Handle the day-to-day work of logistic, fleet management in across field offices in Dir Alzor and Raqqa to organize and plan weekly and daily passenger vehicle movements based on the movement.
• In conjunction with liaise with OSU on security permission related issues.
• Ensure to keep track of vehicle rental contracts, drivers list and monitor driver performance
• Ensure that all passenger vehicles are correctly maintained and supervised, and drivers trained.
• Follow and ensure that vehicles are equipped with safety equipment’s and check vehicle on weekly basis and ensure that all vehicles are fit for the mission, 
• Keep track vehicles rental contracts, drivers list and monitor driver performance. 
• Ensure that monthly fleet report is prepared and submit LPM within stipulated time.
• Ensure that all vehicles have the necessary documentation before any trip, including valid driving licenses, log sheets, and travel permits.
• Confirm that each vehicle is fully equipped with a first aid kit, TMAT kit, and all necessary spare parts
• Asset Management:                                                                                                     
• Work to refine and improve the NES hub asset management system from receipt of good to disposal or donation.
• Ensure that all equipment’s/materials/furniture/fixture are tagged with asset no.
• Maintaining and updating the asset register form, receivable, to issue, to disposal, including asset tags, equipment issue forms
• Work with SCSO and Finance to ensure proper timely inventory and reporting
• Monitor the movement of assets between offices, ensuring that all necessary documents, such as waybills, are in place.
• Ensure that all staff use the org’s assets correctly and promptly report any damage, theft, or loss of these assets.
• Take overall responsibility for all storing or warehousing related activities, ensuring that logistics and warehouse staff are properly arranging and organizing warehouse, doing regular stock count, and ensuring safety in the warehouse
• Work closely with the Programs Teams to identify and contract Trucking and Transport companies for movements of goods and personnel.
• Ensure that all Warehouses maintain Stock related documents, such as GRN, Waybills, Bin/Stock Cards etc. 
• Adhere to warehouse SoP.
• Coordinating meetings, appointments, and events.
• Managing inventory and ordering supplies.
• Maintaining physical and digital filing systems.
• Ensure that all field offices are adequately equipped with necessary supplies and equipment thus providing conducive working environment to all staff.
• Ensure clear plan and instructions for carrying our generator operation and maintenance
• Ensure responsiveness to carry out the office’s routine maintenance (plumbing, electric, infrastructure, furniture, etc.).
• Ensure that all office utility service fees, rent, and Wi-Fi network payments, and contracts are made on time as long as the services are in use
• Monitor the usage of office supplies to prevent overconsumption and ensure cost-effectiveness.
• Supervisor the office cleaner.
• Coordinate directly with IT officer in HAS for any issues related to IT requests.
• Coordinate with IT officer in HAS office on the connectivity related to field offices and make sure to have sustainable internet connections.
• Work with IT officer in Has office on staff equipment’s needs, make sure that staff are fully aware of BIS regulation related to IT equipment use. 
• Ensure that all printers and scanners are fully operational and equipped with necessary items such as cartridges and software.
• Develop a contingency plan in liaison with OSU for moving or securing BIS items in case of an emergency.
• Perform other duties and/or tasks assigned by the direct supervisor

Required:

• Minimum Bachelor’s degree in Business Administration, Management, International Economics, or related subjects/fields
• At least 2yrs experience in Procurement, Admin and logistics.
• 1-year Previous procurement and logistics operations experience with INGO 
• Experience managing staff; Able to represent organization to external suppliers and government officials. 
• Ability to handle a large workload, work under pressure, independently
• Experience with standard procurement procedures and documentation in the humanitarian context and in conflict related areas with limited infrastructure.
• Understanding of the local market, local legislation related to contracts, suppliers, contractors and customs clearance, business registration requirements and tax regulations, legal aspects of contracting and contract management. 
• Intermediate/Excellent written and spoken English and Arabic

Desired:

• Experience of working in field level
• Experience in INGO-local NGO procurement, Admin and logistics systems and procedures. Awareness of related subjects in the humanitarian context

Safeguarding Commitments

The organization has a zero-tolerance approach toward sexual harassment, exploitation and abuse, and child abuse. We will carefully examine allegations and investigate, and take appropriate disciplinary action where this is needed, taking into consideration the rights and interests of the survivor, consistent with the organization’s survivor-centered approach. We make very clear that sexual harassment, exploitation and abuse, and child abuse in any form, perpetrated by our staff, partners or other related personnel, towards anyone, will not be tolerated.

Gender Equality Commitments  

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, national origin, age, handicap, disability, or marital status.