Supply Chain and Operations Manager

Position:                                        Supply Chain and Operations Manager

Number of Position:                     One (1)

Location:                                       Gaziantep – Turkey

Department:                                  Operations

Reports to:                                    Operations Director –Turkey/Syria Mission

Required Date:                              As soon as possible

Background:

Global Communities (GC) is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. Global Communities' Office of Humanitarian Assistance (OHA) has developed a strategy for the organization's response to the Syria crisis, anchored in a field presence.  Specifically, OHA is responding directly in Syria, intensifying Global Communities’ assistance to vulnerable Syrians.  Global Communities, with its more than 60-year experience in over 80 countries, has the commitment to be a strong part of humanitarian response to Syria by building up the capacity of vulnerable groups and strengthening their resilience to improve their living conditions with a long-lasting, positive, and community-based change.

Position Summary:

The Supply Chain and Operations Manager is an integral member of the Turkey/Syria Senior management team, under the direct supervision of Operations Director and has the responsibility for the management and support of all Supply Chain and Operations activities for Turkey and Northwest Syria areas of operation (AOO) and its programming. The job holder will provide support and ensure smooth and effective operations that include multiple sectors and donors. S/he is responsible for effectively managing Supply Chain and Operations department activities that include among others; department staff, all procurements, travel & fleet management, Assets management, and Warehousing, while ensuring effective and accountable supply chain and operations support to all the Turkey/Northwest projects.

Key Areas of Accountability:

• Co-ordination and overall responsibility of all program operations and logistics; and strict adherence to GC’s procedures, guidelines and policies for the management of operations (Procurement, Vehicle/fleet, Asset and Warehousing), communication systems, IT in line with GC’s rules and regulations;
• Ensure that GC’s minimum standards of supply chain and operations policies are understood and throughout the area program, briefing and training all relevant staff as required;
• As part of the Turkey/Syria Senior Management Team contribute to the development and implementation of the mission Strategies;
• Support in developing the operation department elements of their project plans and budgets;
• Develop the annual field operation department supply chain, procurement and sourcing strategies, and overall departmental goals and objectives for better implementation plans;
• Work in close collaboration with members of the Technical Team, Project Managers, sharing information on the assessments and proposed interventions, providing overviews of Supply chain and operations requirements for the development of project proposals and subsequent projects.

Procurement:

• Oversee the development, implementation, and maintenance of all procurement requirements to attain operational excellence in meeting program requirements;
• Facilitate and coordinate sourcing strategies and ensure a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base;
• Negotiate supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time are met;
• Supervise and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents;
• Compiling procurement information (i.e. procurement tracker and pipeline orders) and engage Project managers to discuss the Budget Vs. Actuals for better planning and forecasting;
• Ensure local, national, and international (if any) procurement practices are compliant with GC’s and donor’s rules and regulations;
• Participate in program mobilization efforts and meetings for all new projects and project extensions, while leading on the development of Procurement Plans for all grants;
• Simplify procurement processes by setting up effective order management systems, including pre-approved, preferred suppliers, and Basic Order Agreements for the commonly purchased items;
• Overall responsibility for all BIS requests and following the process of assigning the licenses to the items that cross into Syria;
• Facilitate procurement audits and internal compliance reviews as may be required.

Logistics (Including Asset, Vehicle/Fleet and Warehouse Management):

• Oversees the management of all logistics matters relating to vehicle transport, generator, and fuel management, to ensure that vehicles are managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicle equipment (tools, communications, etc.) are complete and serviceable; and that usage of fuel is correctly managed, logged and recorded;
• Oversees the contracting and opening of warehouses as required and ensure that all warehouses are operated in accordance with the relevant GC’s policies and procedures;
• Ensures that all offices and program assets are logged in the registers, ensuring unique GC’s asset number and ID tags, as per the established policies and procedures;
• Oversees routine and yearend physical asset verification and reconciliation, document discrepancies and report to Operations Director;
• Ensures a centralized Turkey/Syria asset register is maintained; ensure that all offices and program assets are logged;
• Ensures donor reports for assets are timely completed and submitted to the Finance/Program/Grants and other departments as appropriate;
• Ensures appropriate and timely disposal of assets as necessary according to GC’s and/or donor rules and regulations;
• Supports and strengthens Turkey-Northwest cross border operation’s procedures and policies as necessary for the effective management of the emergency supply chain, communication systems, and the logistics components of the program;
• In collaboration with program teams, coordinates all field-based logistics in support of active programming;
• Identification of logistics needs (tactical and operational) and establishes structures, functions and systems across current Turkey/Northwest Offices and new field locations if/when required.

Staff Supervision and Management:

• Provides overall supervision of the Supply Chain and Operations Staff in Turkey/Northwest;
• Proactively develops the skills of staff to understand and utilize appropriate tools and services to design and support quality program implementation;
• Visits and/or provides remote regular support and coordination with field teams to identify operational needs and bottlenecks and ensures that issues are raised with management and Operations Director;
• Provides feedback to staff through regular performance evaluations and ensure staff is held accountable in accordance with the GC’s People and culture policies; 
• Identifies and supports capacity-building opportunities to strengthen the capacity of Supply Chain and Operations staff.

Coordination and Representation:

• Represents Operation Team during the weekly Senior Management Team (SMT) meetings;
• Attends bi-weekly meetings with Operations Director  
• Liaises with humanitarian actors in areas of operations (UN, NGOs, and others), as well as engage in inter-agency coordination, including the Supply chain Working Group and UN Logistics Cluster at Turkey level;
• Generates and disseminates complete, accurate and relevant weekly operations updates, and monthly supply chain and operations reports on user friendly, standardized templates to support project management in decision making;
• Supports with partnership management on matters supply chain and operations through reviews, assessments, capacity building etc;
• Leads in anti-fraud and corruption training and awareness of all supply chain and operations staff;
• In collaboration with other departments, contributes to work plans, budget development and other deliverables as required.

Qualifications: 

• University Degree  in Supply Chain Management, Humanitarian Logistics, Business Management, Economics and/or related fields.  
• On top of the below required minimum years of work experience, two years of additional related work experience can substitute one year of the education. 
• At least 5 years working experience managing a large multi-site/hub operation, preferably within an INGO/NGO setup; with at least 3 years’ experience in Supply Chain Management including procurements, transport and distribution, warehouse, asset and stock management;
• Proficient in BHA, USAID, rules and regulations; prior experience working on BHA funded programs preferred;
• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure;
• Demonstrated excellence in training, coaching and capacity-building of specialist and non-specialist staff in Supply Chain Management;
• Experience working remotely in humanitarian conflict zones and delivering program orientated solutions under tight deadlines;
• Experience in supporting Food security, Engineering, Protection, WASH, and agriculture sectors;
• Excellent and strong organizational, interpersonal and communication skills at all levels and always treats all persons with respect and dignity;
• IT skills; computer competency with word processing, spreadsheets, PowerPoint, and databases;
• Ability to identify and communicate potential tactical and operational challenges and propose solutions to the level of management and then effect change;
• Understanding and experience with CASH and food assistance programming desired;
• Fluency in Turkish and English both written and spoken is required.

DISCLAIMER

Global Communities is an equal opportunity employer. As an international humanitarian organization, we highly respect and value diversity and ensure that all qualified applicants receive consideration solely based on required experience and capabilities regardless of their race, color, gender, sexual orientation, age, ethnicity, religion, disability or marital status. All Global Communities employees, regardless of their position, are prohibited from engaging in any form of discrimination, harassment, exploitation or abuse (physical, sexual, emotional or verbal), or in any other way breach the rights of others to thrive in a safe and supportive environment. We consider Humanitarian Principles as an integral part of our relief and humanitarian work across the globe and are fully committed to promoting the recognition of human rights, especially the safeguarding of children, women, and adults at risk. We believe we are accountable to those in the communities we serve, and as such, it is our responsibility to ensure that, we as an organization, must not contribute in any way to harming or exposing those communities to further risk. Global Communities applies zero tolerance to any act of exploitation, abuse, harassment and discrimination in every aspect of its work.

Therefore, as part of our recruitment process, a range of pre-employment checks/screenings will be conducted in conformity with Global Communities’ Safeguarding Policies. 

Level of contact with children for this position

High

Medium

Low

•            Global Communities does not charge any fees at any stage of the recruitment process.