Procurement Officer (Ref: EM-030)
|İngilizce (C2, Level 6, Advanced)|
Procurement Officer (National Position)
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 currently looking for a qualified Logistics Officer (National Position).
Job Title Procurement Officer
Location Şanlıurfa, Turkey
Contract length Until 30/09/2023 (with possibility of extention)
Reporting line Logistics Manager
Job Purpose: The Procurement Officer is responsible for the day-to-day management of Concern procurement activities, providing support to the Logistics Officer and Logistics Manager. Procurement activities should be conducted in line with agreed & accepted Concern Logistics and Procurement practices.
- Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix. Following the correct solicitation procedure for different procurement thresholds and filing all procurement related documentation.
- Oversea the full procurement process for all supplies and services, ensuring that the procurement processes outlined in Concerns International Procurement Guidelines are followed at all time.
- Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the international procurement manual.
- Ensure that no unnecessary delays occur during the process of requesting quotations, during the evaluation process or when putting in place a Purchase Order or Contract.
- Being responsible for preparing all necessary paperwork, requesting quotations, evaluating quotations and putting LPO’s and contracts in place.
- Be responsible for a smooth and timely procurement process of all purchased items and services according to Concern Worldwide rules and regulations and in close liaison with all program departments.
- Efficient management of all documentation and paper trails in the Concern Procurement System.
- Provide punctual feedback to budget holders whenever there might be delays at any point during a procurement process.
- Oversee the collection and receipt of goods from the suppliers, ensuring that the goods are of the required specifications.
- Ensure that procurement process and evaluation is correctly documented and signed off as per the Concern Procurement Policy and the Concern Turkiye Delegation Framework.
- Have a good understanding of the local market and potential suppliers. Select the best suppliers to request quotes from as per price, quality, and availability.
- Update the Procurement Tracking sheet on a daily basis.
- Work with Finance to ensure timely payments for supplies and services.
- Conduct any other duties the Logistics Manager might deem necessary within the Logistics Department in order to smoothen the workflow; such duties will be within the employee’s reasonable capacity.
Reporting & Records Management
Ensure that all procurement records are properly kept and all reports submitted in a timely manner by:
- Maintain an up to date Suppliers Request (SR) tracking sheet at all times and send to all budget holders on a weekly basis.
- Maintaining a filing system in line with Concern procurement procedures.
- Maintaining all Procurement files (both hard and electronic copies) in an organized, accurate and up to date manner. (This includes all Purchase Orders, Contracts, and Agreements etc.)
- Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
- Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics Manager.
- Generating any other procurement related reports as may be requested by the System Director.
Internal & External Business Partnerships:
Ensure that the procurement function works better together with both internal and external stakeholders by:
- Assisting requestors to outline correct item specifications when making supplies request.
- Liaising with the Warehouse Assistant on the procurement pipeline and anticipate dates for receiving commodities.
- Proactively sharing information with requestors on status of their supplies requests and ensuring that procurement lead times are adhered to across all thresholds.
- Timely and promptly arranging for Procurement Committee Meetings (as and when required).
- Working closely with Program Experts for Technical advice when procuring specialized commodities, services or works.
- In collaboration with the Logistics Manager, support programing teams in the development and close monitoring of procurement plans.
- Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Dept. upon Logistics Co-ordinator review and approval.
- Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
- Managing procurement related external communications with vendors/suppliers in liaison with the Logistics Manager, Logistics Co-ordinator and Systems Director.
- Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E).
- Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed.
- Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities
- Take active measures to address equality issues, particularly relating to gender, in program as well as operational activities.
- Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
- Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc.).
- Actively participate in any emergency response if called upon to do so (within the existing program area or in a new one)
- Support Field Office procurements for items procured
- Field support visits to offer support as may be required/directed by Logistics Manager.
- Assist the Logistics Manager in conducting special tasks/assignments that may not be related to procurement as and when directed.
- Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.
Minimum skills and experience
- At least Bachelor degree in logistics, economics, business administration, social science or related disciplines; or have a minimum of four years’ experience at officer level or higher in humanitarian sector in the following areas: logistics, procurement, fleet management.
- A minimum of three years’ relevant experience with an International NGO.
- Excellent English and Turkish language skills (written and spoken).
The expected competencies include
- Maintains confidentiality.
- States logically with clearly articulated points and recommendations.
- Customer focus – proactively and effectively works with others to achieve best results.
- Works in an organized manner and meet required quality and timelines
If you feel that your qualifications and experience match our requirements, and you share a commitment to Concern’s values, please click Concern Kariyer and create your resume to apply for the role. Please note that applications received other than the online portal will not be considered. If you encounter technical problems submitting your application online, please use the contact form on job portal.
- Only short-listed candidates will be contacted for interview;
- Please note that both CV and Cover letter should be in English;
- Application Closing Date: 15/04/2023
- Due to the urgency of the position, Concern will conduct interviews on a rolling basis and may select a candidate before the closure of this position
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.
Safeguarding at Concern: Code of Conduct and its Associated Policies
Concern has an organisational 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 organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation 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. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work with vulnerable adults and children are recruited by us for such roles. Subsequently, working with Concern is subject to a range of vetting checks, including criminal background checking.
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.