Procurement Manager

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict affected communities. GOAL is working in Idlib Governate, in close coordination with local partners, delivering food, non-food and cash voucher programming to highly vulnerable populations, and has expanded programme sectors to include the provision of Water, Sanitation and Hygiene (WASH) to those most in need.

Job purpose:

To ensure the effective and compliant operation of the GOAL Syria procurement function by supervising the procurement team, overseeing all raised purchase requests, and ensuring accurate implementation of the Procurement Plan. This role ensures that all procurement activities are carried out correctly, transparently, and efficiently in line with GOAL’s Procurement Manual, donor regulations, and Value for Money (VFM) principles.

Duties, objectives and competencies

Procurement:

• Ensure that all procurement procedures in Syria offices are effectively followed in compliance with the GOAL Procurement Manual, relevant donor requirements and specific country requirements;
• Assist Supply Chain Advisor & Procurement Coordinator with high valued procurement and national/international
• Manage procurement staff, distributing tasks between them according to specialist areas, monitoring performance and providing on-going training in roles and procedures;
• Ensure procurement department staff has satisfactory performance by facilitating interactive training, setting SMART objectives,
• Monitor the progress of all orders, in particular following up orders awaiting approvals to ensure they do not get delayed in the system;
• Check and approve procurement paperwork prepared by relevant procurement staff;
• Manage the set up and maintenance of all procurement filing, electronic and hardcopy, and ensure that files are complete, correct and include all relevant documentation to meet audit requirements;
• Ensure that the Anti-Terrorist & Sanction Checks (ATSC) file is complete and kept up to date, and ATSCs for suppliers are renewed as per the ATSC Guidelines;
• Organize regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process;
• Implement improved systems and procedures for procurement as agreed with the Procurement Coordinator / Supply Chain Advisor;
• Provide technical support to the team and solve problems without delay in procurement.
• Close Coordination with Logistics Manager and provide timely notification of shared tasks.
• Knowledge sharing with other Procurement Managers in Syria and timely information transfer on shared tasks.
• With the support of the Procurement Coordinator / Supply Chain Advisor address issues related to procurement procedures that arise from internal audits and reviews;
• Contribute to yearly, grant-based procurement plans if required by Procurement Coordinator
• Join bi-weekly/monthly Procurement Planning Meetings and provide

Order Management:

• Liaise closely with Procurement team to ensure that the GOAL Syria Digital Order Tracking Sheet (OTS) , Supplier List and Framework Agreement Tracker are updated
• Ensure that the OTS captures all relevant information and dates;
• Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information is updated onto the OTS on a daily basis;
• Communicate to all relevant staff on orders awaiting approvals to ensure they do not get delayed in the system;
• Communicate to budget holders and requestors on any expected delays;

Finance & Procurement:

• Ensure Payment Request Forms (PRF) are raised promptly after delivery of supplies or completion of services;
• Check PRFs and ensure attached procurement files are complete, correct and have the relevant signatures before they are submitted to finance department for payment;
• Coordinate with Finance, Logistics, and Programme departments to ensure timely delivery, payment, and close-out of procurements.

Reporting

• Prepare Bi-Weekly Procurement Reports for the PC as well as specific mission reports.
• Organize weekly meetings with the team and collect reports.

Human Resource Management:

• With the support of the Procurement Coordinator manage performance appraisals /evaluation for procurement
• Liaise with HR in recruiting and discipline procedures for procurement personnel in accordance with GOAL HR policy; and
• Manage annual leave of procurement staff and ensure that there are sufficient procurement staff on duty at any given time to avoid interruption to the operations of the Procurement Department.

Other Duties:

• Provide procurement systems and procures briefings to new starters, and conduct inter-department training where required;
• Any other duties as directed by the Procurement Coordinator and/or Supply Chain Advisor in the management and coordination of the Procurement Department; and
• All positions in GOAL Syria may at times require manual handling and lifting.

Requirements (essential)

• University degree in Procurement, Supply Chain, Economy, Logistics, Engineering, Business Administration or a related field
• At least 7 years of relevant work experience in areas such as procurement in humanitarian aid , private or government sectors;
• At least 3 years proven line management experience in a senior procurement role.
• Proven ability to develop staff and provide training on systems and procedures;
• Committed team player and ability to work within a multicultural team;
• Ability to understand and implement organizational and donor policies;
• Strong MS Office skills, with advanced proficiency in Excel (pivot tables, look-ups, simple data analysis); understanding the Power BI dashboards and working knowledge of Word, PowerPoint and Outlook
• Ability to manage and prioritize 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
• Fluency in English and Arabic—both written and spoken.

Requirements (desired)

• Previous work experience with an International Humanitarian NGO;
• Technical knowledge and experiences managing high value tenders in an area of Humanitarian procurement; (e.g. Water, Sanitation and Hygiene (WASH), Shelter, CVA or other);