Procurement Coordinator

Job Purpose:

The Procurement coordinator is responsible for the day-to-day management of Ataa procurement activities, providing support to the Logistics Officer and Logistics Manager. Procurement activities should be conducted in line with agreed & accepted Ataa Logistics and Procurement practices.

Qualifications and Education Requirements:

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.

General Work Experience:

A minimum of three years’ relevant experience

Roles & Responsibilities:

• 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. Manage the full procurement process for all supplies and services.
• Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the 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 Ataa rules and regulations and in close liaison with all program departments.
• Efficient management of all documentation and paper trails in the Ataa 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 Ataa Procurement Policy.
• 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 or Logistics Coordinator might deem necessary within the Logistics Department in order to smoothen the workflow; such duties will be within the employee’s reasonable capacity.
• Commitment to all safeguarding policies (PSEAH, CSG, COC) and providing safe environment for all vulnerable groups including children, women, PWDs, and elderlies.

Skills:

• Languages: Fluent in English and Arabic (writing –reading –speaking). Other languages will be desired, mainly Turkish
• Computing: Proficient in Microsoft Office including, excel, word, outlook, etc.
• High awareness in the Syrian context with its recent updates, and the relevant humanitarian interventions and needs.
• Proposal writing skills
• Communication skills: negotiating, facilitating, and presenting, as well as strong verbal and written communication skills
• Time management, organization, and work prioritization
• Being analytical with strong attention to detail
• Strong organizational, analytical, and interpersonal skills.
• Decision making
• Project Management
• Remote management
• Collaborative and cooperative with other related departments, e.g. supply chain, finance & grants, HR …etc
• Flexibility to deal rapidly with numerous and often simultaneous problems in an effective manner