Procurement Officer (Contract)


Job Description

  GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as Emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

GOAL has two projects (ECHO funded LINK and PRM funded GREEN) in Turkey, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labor. LINK has been designed to address and mitigate protection concerns of the vulnerable / marginalized refugees through provision of critical information and raising their awareness on their rights, obligations and services available in Turkey, by sensitization/advocacy (targeting key stakeholders and service providers, etc.) activities, and Individual Protection Assistance (IPA) services to enable highly vulnerable refugees to access to basic, social and protective services available under the provisions of Temporary and International Protection regulations in Turkey. On the other hand, Green program aims to improve socioeconomic inclusion, resilience and self-sufficiency of highly vulnerable/excluded women and girls from host and refugee communities (Syrians as well as those living in program locations under the international protection regulation) including nomadic communities and seasonal Agriculture workers from both communities through integrated and market driven livelihood opportunities and protection services, including language courses and vocational skills training on greenhouse production and agriculture; case management (CM)/coaching services, establishment of a women cooperative, protection outreach, information provision and awareness raising; and provision of special needs and individual protection assistance services.

Job purpose: To support the effective operation of the GOAL Syria Logistics Department by conducting timely and efficient procurement for GOAL Syria programme activities, in accordance with GOAL Logistics/Procurement policies and procedures and relevant donor requirements and in the spirit of obtaining best Value for Money (VFM).

Duties, objectives and competencies

  • Ensure that all procurement procedures for contract in procurement department are effectively followed in compliance with the GOAL Logistics/Procurement Manual and relevant donor requirements.
  • Prepare electronic and hardcopy procurement files for each PR (Purchase Request Form) and ensure that all relevant paperwork is filed, original and scanned copies, as per GOAL Logistics Manual and Internal Audit requirements;
  • Process contract of the assigned PR’s according to the GOAL Logistics Manual/Procurement Chart procedures;
  • Communicate with requesting department about the type of service contract that they need.
  • Informing line manager if there is a need for contract.
  • Analyse the specification of the supplies, works or services required and source potential, reliable suppliers who can meet this specifications; to set up contract with.
  • Run ATSC (Anti-Terrorist Checks) to all new suppliers according to the procurement process
  • Complete Contract draft and review, and obtain the necessary signatures for approval from budget-holders and suppliers.
  • Fill out OTS- Contract Management Page and follow up contract that will end report to Procurement Manager and related departments before contract ends in 2 months.
  • Raise PRF to Submit contract payments to finance and follow up partial payments monthly.
  • Collect and check all payment document (GIDs, CMRs, Packing List, Cert. Origin, Invoice, etc.)
  • Ensure that all chosen suppliers are registered on the GOAL Syria Vendor Roster, and update where necessary;
  • In case any problem with payments to supplier get in contact with finance and try to solve the problem.
  • Complete all financial paperwork, obtain the necessary signatures for approval and ensure payment to the supplier is affected;
  • Maintain the Online Order Tracking System (OTS) for all PRs assigned
  • Regularly conduct critical Analysis of all assigned GOAL suppliers based on criteria of reliability, quality and prices of goods offered, terms & conditions, after sales services offered, and warranty guaranteed.
  • Assist prepare Goods In Dockets (GID), when needed, for all goods received into Ankara office inventory, ensuring policies of separation of duties are adhered to; and
  • Assist in the preparation of Delivery Dockets (DD), gift certificates, transport documents, and arrangements for transportation of supplies to GOAL Syria Offices when needed.
Other Duties:
  • Contribute procurement updates to the Weekly Logistics Report;
  • Assist with translations for Procurement Department when required; and
  • General work in assisting in the overall process and day-to-day duties of the Procurement Department.
Requirements (essential)

  • Tertiary diploma in relevant area (procurement, logistics, or Administration) and/or equivalent year’s practical work experience in a relevant field.
  • At least 3 years of relevant work experience in areas such as procurement, logistics, office/business administration in private or government sectors;
  • Ability to understand and implement organisational and donor policies;
  • Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel);
  • Ability to manage and prioritise a varied workload in a in a dynamic work environment;
  • A flexible approach to work and willingness to take on extra duties, work additional hours or on weekends as required;
  • Excellent attention to detail;
  • Trustworthy and honest; and
  • Ability to write, speak and work in English.
Requirements (desired)

  • Previous work experience with an International Humanitarian NGO;
  • Basic technical knowledge in an area of Humanitarian Logistics; (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), or other); and
  • Arabic language skills.
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