Logistics and Admin Assistant - Hatay (National Post) (Building Tomorrow Programme) (Ref: CWW_LAA_09.06.2019)

Concern Worldwide Hatay
Üniversite
Tam Zamanlı 1-3
Arapça (B2, Level 4, Intermediate ),İngilizce (B2, Level 4, Intermediate ),Türkçe (C2, Level 6, Advanced)
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İlan Detayları

About Concern: Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Concern has been working in Turkey since August 2013 and is currently looking for a qualified Logistics and Admin Assistant – National Post (location Hatay) for an EU Funded project Building Tomorrow. This offer is conditional on Concern receiving all necessary government permits and approvals to begin the project.

 

Job Title:                                 Logistics and Admin Assistant

Location:                                Hatay, Turkey

Reporting Line:                      Systems Officer; technical reporting to Logistics Manager 

Working closely with:            Infrastructure Officer, Livelihood and Education Officer, and Finance Officer

Job Status:                              Fixed term – 1 year (extendable)

Job Grade:                              E

 

Job Purpose: The Logistics and Admin Assistant is responsible for the day-to-day management of Concerns Logistic and Admin activities in the designated provinces. Logistics activities are namely but not limited to; support to procurement, asset management, warehousing and fleet management, which all should be in line with agreed and accepted Concern Logistics practices and procedures. Admin activities are namely but not limited to undertaking activities such as flight and hotel reservations, overseeing lease agreements and related payments, supervision of cleaning staff, management of office supplies and maintain necessary Admin files at the relevant Area Office.

 

Main Duties and Responsibilities:

Procurement:

  • Purchasing office supplies, prepare monthly report of consumption of office supplies.

  • Collet and submit price quotations as per Concerns procurement guidelines as advised by Systems Officer and/or requested by the program team.

  • Coordinating with suppliers to assure that goods are delivered to required locations in correct quality, quantity and condition.

  • Program orders processing including reception of properly filled and approved goods and supplies request forms (SRs), goods received notes, documentation of items (including assets).

  • Conduct periodic physical inventory check of all supplies to properly plan re-order in correct quality, quantity and condition.

Fleet Management:

  • Functional supervision of drivers ensuring daily vehicle checks are conducted, logbooks are used correctly, cars are kept clean and tidy, all relevant safety measures are taken before and during driving and performance as per their job description.

  • Together with the Systems Officer and Programme staff, plan weekly vehicle movements ensuring efficient use of vehicles.

Logistic Support:

  • Report all required maintenance/ repairs in the office and program centres.

  • Support the Systems Officer with maintaining and tracking the Asset register.

  • Support the Logistics team with day to day logistics issues in Concern Turkey.

Facilities / Office management:

  • Supervision of cleaning staff to ensure that the office is clean and compliant with health and safety standards at all times.

  • Ensure that the office is stocked with cleaning and stationary supplies and that all items are released from stock in a controlled manner.

  • Manage all lease agreements for all Concern premises (maintain relevant records, raise alert when lease agreements are close to end etc.) in the assigned locations. Raise requests for new premises needs.

  • Arrange for routine health and safety checks in the office and that all fire extinguishers and first aid kits are up to date.

  • Receive and document items from Sanliurfa or other Concern Offices.

  • Work closely with Systems Officer to ensure compliance with Concern policies and procedures.

  • Lead on maintenance of Area Office.

Organizing for Flight and hotel booking and payments:

  • Make hotel reservations for all Concern staff and visitors at the assigned location

  • Make necessary flight bookings / changes for Concern staff and visitors at the assigned locations.

  • Follow internal procedures for travel approval, flights bookings and accommodation

  • Support the program team to identify and select venues for workshops, trainings and meetings.

  • Ensure all supporting documents are maintained for payment process for tickets, venues and accommodation.

Other:

  • Any other duties as assigned by the Systems Officer.

Person Specification:

Minimum Education, Qualifications & Experience Required:

  • Graduate degree, ideally in Logistics, Administration or relevant discipline.

  • Minimum one-year relevant work experience in a similar capacity. Lesser experience with higher educational background acceptable.

  • Good written and spoken Turkish language skills combined with strong communication skills.

  • Computer literate with good MS Office skills, particularly Excel.

  • Ability to work in a systematic and organized manner.

Preference will be given to candidates with:

  • High integrity and demonstrated ability to follow standards and policies.

  • Experience in NGO sector.

  • Meticulous attention to detail.

  • Ability to work under pressure and to deadlines.

  • Ability to negotiate.

  • Arabic and/or English Language skills.

  • Has a commitment to humanitarian principles and values.

  • Adhere to the standards of conduct outlined in the Programme Participant. Protection Policy and Concern Code of Conduct.

If you feel that your qualifications and experience match our requirements, and you share a commitment to Concern’s values, please send both a covering letter and an up-to-date CV

 

Please note, both CV and cover letter should be in English and the role you are applying for set out clearly in the email subject-header.

Equal opportunities: Concern values diversity in the workplace and is a committed equal opportunity employer. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, age, sexual orientation, disability, class, caste or religion.

 

  • Please detail the position applied for in the email subject-header

  • Only short-listed candidates will be contacted for interview

  • Application Closing Date: 09.06.2019

Concern Code of Conduct and its Associated Policies

Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Concern Worldwide

Concern Worldwide works with the world's poorest people to transform their lives.
We are an international humanitarian organisation dedicated to tackling poverty and suffering in the world’s poorest countries.
We work in partnership with the very poorest people in these countries, directly enabling them to improve their lives, as well as using our knowledge and experience to influence decisions made at a local, national and international level that can significantly reduce extreme poverty. In 2015, we positively impacted the lives of 22.5 million people.

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