Procurement and Logistics Manager - VET4JOB 2 (M/W)

Mission description

Expertise France (EF) is looking for a Procurement and Logistics Manager to lead these duties under the VET4JOB II programme. The position is based in the EF Ankara Office, with occasional travel to the 14 project provinces where the activities will be implemented.

Reporting to the Deputy Team Leader, the manager will carry out procurement activities in accordance with Expertise France’s procurement rules, strategy, and plan. The Procurement and Logistics Manager oversees procurement and logistics operations for the VET4JOB II programme, ensuring the smooth delivery of goods and services across 14 provinces. This role combines procurement duties with logistical oversight, supporting programme implementation by managing supply chains and aligning procurement with logistical needs. He/she will be responsible for the following:

1. Procurement Process Oversight

• Manage the entire procurement process in a timely manner, working closely with local Procurement team from planning and document preparation to evaluation, award, and delivery.
• Timely interact with EF headquarter teams when applicable (HQ Project team and Legal department focal point) for final review and validation.
• Supervise the selection of appropriate procurement methods, division of lots, and avoid improper slicing of contracts.
• Pre-approve the purchase of necessary goods and services expressed needs, ensuring compliance with Expertise France internal policies.
• Provide expert advice on the preparation of Terms of Reference (TOR) and Technical Specifications (TS) to ensure compliance with professional and transparent procurement standards.
• Coordinate all stages of procurement, including local publication of tenders, bid and offer evaluation, negotiation, and contracting, to ensure seamless and efficient execution.
• Ensure contracts management and report on any identified risks.

2. Logistics Duties

• Develop and implement logistics strategies to optimise the flow of goods and services, especially event management, reducing costs and improving efficiency.
• Coordinate with suppliers and provincial staffs for transportation and delivery of goods to ensure timely and cost-effective distribution across all 14 provinces.
• Collaborate with regional coordinators and suppliers to ensure the smooth delivery of goods and services, addressing regional needs and challenges.
• Track and report on logistics performance to identify areas for improvement.

3. Supervision and Quality Control

• Lead and supervise a team of two procurement officers, ensuring their deliverables meet high-quality standards and align with the programme’s goals.
• Conduct quality reviews of procurement processes and deliverables to maintain compliance and identify areas for improvement.

4. Procurement Planning and Strategy

• Ensure the procurement plan is up-to-date, aligns with market conditions, and is executed within agreed timelines.
• Develop and implement effective sourcing strategies to identify suitable suppliers.
• Negotiate favourable terms with vendors to ensure cost-effectiveness and quality.

5. Financial Collaboration and Compliance

• Work closely with the finance team to ensure alignment of procurement activities with payment plans, invoicing requirements, and budget availability.
• Track and report key functional metrics to improve overall procurement efficiency.

6. Collaboration and Communication

• Collaborate with internal teams to ensure clarity of specifications and expectations in the procurement process.
• Communicate with suppliers to resolve issues related to delivery delays, non-conformity to technical specifications, or contract terms.
• Collaborate with Regional Coordinators to ensure smooth logistical planning.

7. Contract and Risk Management

• Manage and evaluate supplier performance to ensure the quality of goods and services.
• Perform risk management for procurement and contract activities, anticipating unfavourable events and devising control strategies.

8. Documentation and Reporting

• Ensure accurate and up-to-date records of all procurement documents, including invoices, delivery notes, and deeds of ownership.
• Prepare detailed reports on procurement activities, including cost analysis and compliance status, to inform decision-making.

9. Training, Tools, and Development

• Develop and update templates, checklists, guidelines, and tools based on lessons learned to enhance procurement processes.
• Provide training and guidance to programme staff on the correct application of procurement regulations and best practices.

10. Monitoring and Field Visits
Conduct or accompany monitoring visits to observe the delivery and acceptance of procured items and/or deliver training to provincial staffs when required.

11. Additional Responsibilities

Perform any procurement-related duties as requested by the Deputy Team Leader.

Project or context description

Starting March 1st, 2024, Expertise France is implementing Phase II of its İMEP/VET4JOB programme, entitled “Improving the employment prospects for the refugees and host communities by high-quality VET and apprenticeship in Türkiye”, in partnership with EDUSER. Phase II, which will be implemented until 01.12.2028, will be the continuation of the VET4JOB I programme which has been implemented since 01.01.2020.

The İMEP/VET4JOB programme, funded by the Delegation of the European Union to Turkey, is supporting the development of skills for refugees and host communities in Turkey, for both adults and adolescents, through high-quality vocational training and apprenticeship training, in line with the needs of the labour market.

The İMEP/VET4JOB-II programme aims to (i) increase the demand and access of refugee and Turkish youth (14-22) and vulnerable adults to high-quality apprenticeship training, vocational training, and guidance services; (ii) support the fight against child labour; and (iii) increase social cohesion between refugees and host communities. Overall, the İMEP/VET4JOB Phase II will aim to enhance livelihood opportunities to refugees and communities in Turkey.

Type of contract: Full-time
Estimated assignment period: 44 months
Estimated starting date: 01/03/2025
Location: Ankara, with occasional travel to other provinces of implementation
Reports to: Deputy Team Leader

Required profile

Education:

University degree in Finance, Economics, Business, or a related field.

Experience:

• A minimum of 10 years of general professional experience, including at least 5 years in procurement, preferably within international agencies or organizations operating in the development or humanitarian sectors.
• At least 3 years in managerial, coordination, or supervisory roles.
• At least 5 years in Logistic area in Türkiye.
• Experience working on EU-funded programs or within organizations adhering to international public procurement regulations is highly advantageous.
  Skills and Competencies:
• Proven aptitude for decision-making, with strong prioritization and time management skills to meet deadlines.
• Demonstrated leadership capabilities, including the ability to manage, guide, and lead employees effectively to ensure compliance with established processes.
• Advanced professional skills in:
  o Intercultural communication.
  o Teamwork.
  o Autonomy and proactive initiative.
• Strong interpersonal, communication, and presentation abilities.
• Excellent English and Turkish drafting skills, with the ability to produce high-quality written documentation.
• Excellent organizational skills and the ability to manage multiple tasks simultaneously.

Technical Knowledge:

• Comprehensive knowledge of relevant legislation and regulations applicable to public procurement and contract management.
• Talent in negotiation, networking, and conflict resolution.
• Solid experience in handling contracts and contract management.
• Proficiency in MS Office applications.

Languages:
Fluency in both English and Turkish is required.

Additional information

Deadline for submission of applications: 03.02.2025

Required Application Documents:

• Curriculum Vitae (CV): Include the names and contact details of two references.
• Cover Letter: Provide a concise letter explaining your suitability for the role.

SELECTION PROCESS
The process of selection of expressions of interest will occur in two phases:

• As a first step, a shortlist will be established by Expertise France.
• Shortlisted candidates may then be invited for an interview.

Application Instructions :

• All applications must be submitted in English through EF’s website. Applications sent via other channels will not be accepted.
• Incomplete applications will not be considered.
• Only shortlisted applicants will be contacted.

Deadline for application : 2025/02/03 23:59