Head of Logistics & Procurement for North-East Syria
Starting date: March/April 2023
Contract duration: 12 months with the possibility of extension
Country Programme: Syria
Base: Raqqa, NES
Line Manager: Country Director for NES
The person holding this position is a member of the regional senior management and shares responsibility for the effective and efficient delivery of People in Need’s (PIN) country programme. Specifically, the role of the HLP is to manage and improve the support systems and operations required to achieve this objective in the logistics and procurement area. In performing this role, the HLP also ensures an enabling environment for the implementation of the country programme, while maintaining operations and systems in logistics that meet with the accountability requirements of PIN and its donors.
Reporting Relations & Interdependencies with Other Functions
The HLP’s line manager is the Area Director for NES and the position’s duty station will be NES. Travels between Erbil and NES are expected as well as (part of the team is in Erbil).
At country programme level, the HLP works primarily with the NES Log&Proc manager, the NES Finance manager, the NES HR Manager as well as the hub CMT, namely the NES Area program director and NES Area Director (AD). He also interacts with the Program managers and the individual Heads of projects.
At headquarters (HQ) level, her/his counterpart on the methodological level is the Regional Head of Systems and Operations with a more technical support given by the HQ logistics department. S/he also cooperates on a daily basis with other members of the Finance, HR, IT and Compliance departments and desk.
Main functions of the position (in the order of priority):
Capacity Development in logistics and procurement
The HLP carries out trainings and workshops in different areas of logistics for the log&proc teams, namely the area of:
- Asset management and asset reporting
- Effective fleet management
- Stock management and warehousing
- Base management
- And other components of effective logistics as per the PIN Logistics manual
The primary capacity building will be provided to the teams in NES but the HLP ensures that whenever it is relevant, teams from Erbil have the option to participate as well.
Controlling and monitoring function to ensure smooth and timely project implementation in NES
- On an ongoing basis and while utilizing the PIN standard tools (logistics dashboard etc.) the HLP monitors the progress and performance of the logistic team in NES and reports the results to the AD.
- Whenever deems relevant the HLP comes with remedial action and works on addressing them in an effective and timely manner
- Receives the feedback on the performance of the log&proc department from the other hub departments (program, finance, HR), acts as the primary focal point for addressing issues in seamless cooperation of these departments, addresses their concerns when relevant and ensures efficient cooperation and transfer of information outside the log&proc department
- Receives the feedback on audit results in the area of logistics from the RhoSO, has access to the regional feedback tracker and priority tracker and suggests remedial actions stemming from itReceives the feedback on audit results in the area of logistics from the RhoSO, has access to the regional feedback tracker and priority tracker and suggests remedial actions stemming from it
- On demand from the RhoSO/FDOs, assists with the preparatory work for the annual accounting closing, resp. the logistical side of preparation of the documentation for the annual accounting operations connected to stock
Asset management and reporting
- The HLP oversees effective asset management in NES, if needed provides additional trainings on liability setting and other aspects of asset custody.
- The HLP oversees the accuracy or asset reporting to NES donors
- Acts as the primary focal point for the grants department when it comes to preparation of the asset reports and liaises with intra-hub logisticians on getting timely inputs for them
- Cooperates with compliance on providing regular refresh trainings on the compliance rules and regulations when it comes to assets
- Oversees the process of equipment donation for donors, the HLP is the primary coordinator of the process
- The HLP monitors the functioning of the Navision-based stock system in Iraq, draws on their experience to prepare/asses the feasibility of implementation in NES
And fulfils any other tasks as required.
Living Conditions / Environmental Conditions
- This position is an unaccompanied position. The position is based in Raqqa.
- General security in Raqqa is considered stable, there is a potential for more or less good social life with a number of pre-approved restaurants and shops and growing expat community. The recent events in NES did not affect Raqqa and Raqqa governorate directly, however the security situation is reviewed on daily basis. Cellular services and internet coverage is widely available. There are number of health services available with a medevac mechanism for NGOs, plus MSF (or some other health org) is based nearby and can provide an assistance. There is reasonable access to most consumer goods. PIN has a new guesthouse to accommodate all the international staff with individual rooms being available.
- The position is expected to be able to travel to other PIN offices for visits to Derik, Menbij and Kobane
- Team members are expected to conduct themselves in a professional manner and respect local laws, customs and PIN's policies, procedures, and values at all times and in all in-country venues.
Suitable candidates for this position should possess:
- Previous experience in logistics or procurement in a humanitarian and/or development organization, preferably direct experience from the country programme level (outside of the country of residence);
- Proven experience with team management and supervision;
- Ability to work in difficult conditions and under pressure, willingness to abide by security protocols;
- Strong coordination, organization, critical analysis and problem-solving skills;
- Excellent communication skills, including fluent spoken and written English;
- IT literacy and advanced knowledge of MS Excel;
People in Need offers:
- Working environment in a well-established and growing humanitarian organization;
- Salary and benefits according to PIN salary scale and HR policies, expected salary 4,200 EUR gross (before taxation, subsistence and hardship allowance included);
- 25 days of paid leave annually;
- Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work, plus additional R&R benefits according to PIN's policy (additional 10 paid R&R leave days per annum and a contribution towards an additional quarterly flight for every 8 weeks spent inside NES)
- Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
- Accommodation in PIN’s guesthouse on PIN’s expenses
- Free medical helpdesk and psychological consultation available online; travel health insurance.
How to apply:Are you interested in this position? Send us your CV and short cover letter in English via our application form. Please note that only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.
People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).