Country Procurement & Logistics Manager – Middle East (Syria or OpT)

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in 26 countries around the world, including in Italy, with more than 179 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.We operate in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. Join us.

Position: Country Procurement & Logistics Manager – Middle East (Syria or OpT)

Responsible for: Logistic/Supply Chain Management in Country to ensure the efficient functioning of the Department including Procurement, Fleet, Asset and Equipment Management, Warehouse Equipment and Premises Management, archiving and reporting

Location: Syria (Damascus) or the Occupied Palestinian Territories - OpT (Ramallah)

Deadline: 29/09/2024

Starting date: ASAP

Family Duty Station: NO

R&R: Yes

Please specify in the Cover Letter the country you are applying for: Syria or OpT

Working context:

Syria: Present in Syria since 2011, with an emergency education intervention in favour of Iraqi refugees in Aleppo. The programme aimed at improving the quality and the accessibility of educational services for students, with special needs in primary schools in Aleppo. Since 2014, WeWorld has been providing humanitarian assistance to the Syrian population and IDPs with interventions in different sectors such as Education in Emergency and Wash. Currently, the main donors are the EU (ECHO), countries’ agencies

(AICS), the United Nations (UN-OCHA), and other INGOs (Plan International)

OpT: WeWorld has been active in Palestine since 1992, focusing on human rights, humanitarian aid, and development. The programmme aims to ensure access to basic services and natural resources for Palestinian communities, with an emphasis on integrated protection and sustainable socio-economic development, particularly for women. WeWorld operates from five offices in Palestine (Jerusalem, Gaza City, Ramallah, Hebron, and Tubas) and implements projects funded by various international donors such as ECHO, the EU, AICS, and UN agencies like UNICEF and OCHA. WeWorld's work aligns with global and national strategies, contributing to the UN Humanitarian Response Plan with a people-centered, nexus-based approach. Since the start of the current war, WeWorld has expanded its emergency operations in Gaza.

Purpose of the Role

WeWorld is seeking Country Logistics Managers for the operations in the Middle East, specifically for Syria (based in Damascus) and for the Occupied Palestinian Territory (based in Ramallah).

She/He works under the direct responsibility of the Head of Support Services and under the technical management of the Regional Logistics & Procurement Manager. She/He manages the Logistic team and works in coordination with the Country Finance team, Programs Manager and the Projects Managers.

Main tasks and responsibilities

General Responsibilities

• Ensures strict adherence to WeWorld and Donors' procurement procedures and guidelines
• Reviews the Global Manuals and Guidelines to ensure their relevance within the local context
• Ensures active participation and contribution of the logistics team throughout the supply chain and project cycle, aiming for high quality and efficiency in implementation
• Supports and enhances the capacity of the logistics team through tailored training plans and follow-ups to enhance their procurement and logistics capabilities
• Ensures adequate staffing levels for the logistics team across all three bases based on operational requirements
• Ensures periodic training of the logistics team on the Code Of Ethics And Conduct, with a focus on procurement activities
• Facilitates efficient coordination of logistics information at the mission level through effective systems (meetings, reports, procurement, and budget tracking)
• Promotes proactive collaboration between program and logistics teams, facilitating swift coordination and planning
• Strengthens the organization's presence in the Country to foster collaboration with stakeholders such as technical working groups, partners forums, authorities, communities, and vendors
• Collaborates closely with the Logistics Cluster, partner agencies, government, and other relevant stakeholders to identify and capitalize on common service opportunities within the country
• Liaise with the Procurement Department at Regional and Global level

Procurement

• Oversees and provides support for the implementation of Procurement Procedures, aligning with WeWorld's Global Procurement Manual and Donor Guidelines, from initial planning to completion
• Takes direct responsibility for managing high-value procurement processes, stepping in to address any gaps or specific requirements as needed
• Implements a structured Contract Management framework throughout the project cycle, with particular emphasis on closely monitoring complex contracts
• Ensures that procurement documents and records are archived and organized according to Archiving Guidelines, facilitating efficient organization and compliance for audits and reviews
• Develops Performance Management protocols for assessing both new and existing vendors, systematically recording pertinent information
• Devises a tailored Procurement strategy aimed at ensuring the attainment of high-quality procurement processes and outputs
• Proactively forecasts upcoming launches and status updates to effectively balance the Procurement workload in alignment with project objectives and timelines

Fleet Management

• Oversees the optimization of the fleet's performance
• Develop mission fleet management SOPs, review and update them periodically
• Ensures adherence to standard vehicle management procedures
• Supervises the overall monitoring of mission vehicles and related reports, including consumption checks and maintenance scheduling
• Conducts periodic spot checks

Asset/ Equipment Management

• Ensures compliance with standard procedures and oversees the implementation of specific controls and checks
• Manages and tracks mission equipment effectively, including maintaining the asset/equipment management database, coding, distribution, and handover processes
• Conducts regular inventories and integrates the findings into the mission's procurement strategy

Warehouse and Premise Management

• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained
• Oversee and assist the Logistics team in maintaining necessary supplies and equipment for the international staff guest houses, ensuring they are well maintained
• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management

Reporting

• Gathers all available logistics information within the mission and compiles a consolidated monthly report
• Evaluates the quality of intra- and inter-departmental logistics reporting for accuracy, timeliness, and effectiveness, supporting the logistics coordinator in establishing an efficient reporting structure
• Prepares a database of supplies/service providers and drafts a resource map for current projects.
• Oversees the creation and updating of the Procurement Plan
• Inputs procurement data for interim and final procurement reports in accordance with donor requirements

Security Management

• Collaborates with the Country Representative and the Safety & Security focal point to contribute to the execution of safety & security guidelines, SOPs, and plans
• Assists in ensuring preparedness for evacuation and contingency plans, including checking contingency kits and first aid kits
• Actively participates in logistics and security coordination meetings, as well as information-sharing sessions

Bases Opening/closing and Base Management

• Formulate a detailed plan for establishing/closing bases within the country
• Oversee the assessment of necessary supplies and equipment for the bases to support operational activities
• Take charge of evaluating and implementing safety and security standards for premises in coordination with the security focal person
• Manage the procurement and logistics structure for the new base in collaboration with the Head of Support Services, the Country Representative and the Regional Logistics & Procurement Manager, which includes defining Terms of Reference (ToRs), assisting in recruitment, and facilitating the capacity building of new staff

Emergency response

• Tasked with collaborating with the Project focal points to develop an Emergency Response plan for procurement and logistics activities, providing support throughout
• Conducting market assessments to expand the vendor database, enhancing procurement efficiency and effectiveness for emergency response
• Engage extensively with clusters, working groups within the sector, and government authorities to stay informed about current regulations and facilitate resource-sharing among various stakeholders

The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties.

Job specifications

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Master or equivalent in Logistics / Procurement / Engineering / Business Administration
• Deep understanding of the context
• Fluency in English is essential

Professional experience

• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context
• Strategic Planning experience with strong analytical skills
• Representation experience with institutions and participation in coordination meetings
• Extensive experience in logistics and/or security management and procedures

Skills and Abilities

• Leadership, planning, organization, and teamwork skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Interpersonal skills and intercultural approach
• Good listening and communication skills
• Good negotiation and conflict resolution skills
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism

DESIRABLE REQUIREMENTS

• Experience in large works contracts would be considered an asset
• Previous work experiences in Syria/OpT
• Knowledge of Arabic is an asset

What we offer

Type of contract: a first 6 (six) months contract subject to verification (achievement of specific objectives); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first period of collaboration

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)

Annual leave: 2,5 days/month (working days)

R&R:5 days each 12 weeks - Daily Allowance covers costs of expenses for food and accommodation

Flight ticket: one return flight every 12 months of contract

Health insurance: covered