Logistics and Administration Delegate

Job Purpose

Reporting to the Deputy HEOps Gaziantep, and under technical supervision of the Regional Logistics Coordinator, (GHS&SCM) for Europe, & Head of Finance and Admin Turkiye, the Logistics and Administration Coordinator is responsible for the coordination and management of the country level logistics and supply chain operations in close co-operation with National Society (Turkish Red Crescent) and the LPSCM in-line with IFRC LPSCM strategy and the operational objectives.

The incumbent will lead on IFRC procurement, general logistics management, warehousing, transportation, and fleet management for the operation with a view of ensuring timely, efficient, and effective delivery of goods and services to meet the needs of people targeted with assistance via IFRC-supported operations in Turkiye. S/he is also responsible for ensuring adherence to industry best-practice principles, compliance with applicable regulations, legislation and procedures, quality assurance of goods and services, and accountability of the entire supply chain process. S/he actively coordinates, in liaison with IFRC SCM team members and in support to Turkish Red Crescent the public authorities, and inter-agency coordination mechanisms to strengthen SCM capacity of the Turkish Red Crescent and to increase local sourcing. Furthermore, s/he supervises the IFRC Turkiye Gaziantep team members assigned to her/him, including ensuring that they have defined results-based priority plans and capacity to provide technical support to Turkish Red Crescent with the view of increasing performance and impact.

In addition, the incumbent will coordinate the administrative functions of IFRC Gaziantep office in line with Federation procedures and policies to compliment the delivery of programming, administrative and financial support to all departments.

Job Duties and Responsibilities

Procurement:

• Oversee the planning, coordination, and organization of country-level IFRC procurement activities for the operation and in full compliance with IFRC Procurement Procedures and industry best practices to enable a high quality, efficient and cost-effective procurement process that meets the requests of the end users.
• Provides technical support and guidance to TRC procurement for IFRC-supported Türkiye operations to ensure full compliance with donor requirements.
• Oversee the delivery of procurement service improvement, best practice, continuous learning, and knowledge sharing between programming and support and keep the SCM team at the forefront of innovative procurement service
• Plan and mobilize IFRC resources in support of the assessment, planning, and implementation of procurement of goods at a scale for emergency operations and recovery programs.
• Oversee the maintenance and communication of comprehensive data of all goods and services procured at a country level, and registered suppliers to enable the GHS&SCM-Europe to evaluate and instigate opportunities to consolidate supplier commercial arrangements for the benefit of the IFRC and its country partners.
• Ensure process records and performance data are maintained to a high standard and are always audit-
• Oversee provision of technical expertise and advice across the in-country IFRC network to enable the delivery of the right quality and cost-efficient procurement service provision that needs the requirement of the IFRC, partners and
• Ensure the dissemination of IFRC’s Fraud and Corruption Prevention and Control Policy to all vendors, suppliers and service providers who engage with the IFRC in Türkiye.

General Logistics Management:

• Ensure the coordination and management of country-level logistics support for IFRC-supported operations in line with IFRC standards, practices, and procedures in conjunction with TRC logistics counterparts.
• Regularly assess the logistics arrangements and structures of the IFRC Country Delegation relating to IFRC-supported operations, make recommendations to adjust, and implement adjustments for improvements.
• Oversee work with Turkish Red Crescent to develop the logistics and supply chain strategy for the IFRC Türkiye operations with the view of ensuring optimal and efficient logistics services.
• Lead and guide team to pro-actively work together with program, operations, and other support services colleagues to ensure sufficient and functional logistics management, including identifying bottlenecks and analyzing together the nature of constraints before making concrete recommendations for rectifications.
• Maintain and implement IFRC standard logistics policies/practices including producing regular, timely logistics

Warehousing, Transportation, and Fleet Management:

• Oversee the processes of receiving, unloading, clearing, and transporting goods for Turkiye Earthquake
• Support TRCS on planning, coordinating, and managing transportation needs of the IFRC Türkiye operations in accordance with the program and operational priorities.
• Supervise overall management (including but not limited to, operating, refueling and maintaining) of the IFRC’s vehicle fleet, including import/export activities in coordination with the GHS&SCM-Europe and where needed with the Global Fleet Base in Dubai.
• Oversee maintenance of logistics fixed assets, including vehicle registrations and insurance
• Oversee the maintenance of accurate stock control and records at all times and provide monthly stock

National Society SCM Support:

• Nurture a collaborative relationship with TRC logistics team with the view of sharing learning, skills transfer, coaching and mentoring to enable continuous improvements.
• Guide and support the TRC in analyzing and understanding the strengths and weaknesses of its SCM approaches and subsequently support National Society SCM capacity building development initiatives in close coordination with the IFRC GHS&SCM-Europe and guided by the Movement NSLD guidelines.

Coordination and Networking:

• Together with the Coordinator of Membership Coordination, nurture a culture of collaboration and shared leadership with Red Cross Red Crescent components to enable joint assessment, analysis, design, implementation, monitoring and reporting of National Society Logistics Development initiatives.
• Together with the Counterpart and other members of TRCS Logistics Department, represent the Red Cross Red Crescent in meetings of Logistics Working Group as well as other relevant forums on SCM involving national authorities, national and international agencies, donors, and other partners in the country.

Effective Matrix Management:

• In consultation with the Head of GHS&SCM for Europe, engage with GHS&SCM leads at the IFRC Europe Regional Office and/or Geneva head office to ensure that SCM implementation in Türkiye aligns to global/regional priorities.

Administration:

• Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures for the IFRC operations in Turkiye and monitor and oversight administrative operations of the Gaziantep field office to ensure minimum and consistent standards are applied.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving, health and safety, security, welcome service, travel, conferencing, and other ancillary services related to the IFRC operations through Gaziantep office. This includes the provision of outsourced functions when relevant (e.g., cleaning, gardening, catering, printing, and security):
• Ensure that people and activities are adequately insured as per the IFRC regulations and country legal requirements with the support of a local lawyer.
• Ensure any insurance claims and/or related incidents are filed in a timely manner to minimize risk of loss.
• Supervise the daily management of IFRC buildings at the field offices through Gaziantep management.
• Manage maintenance, local procurement of office equipment, furniture and consumable supplies, facilities office management to ensure the development and the implementation of a green and sustainable strategy.
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) ensure their upload in the e-contract system:
• Ensure effective record keeping of all administrative and assets’ inventory and use the e-record system: and
• Lead the provision of Administrative Supplementary Services, including ensuring service standards are maintained.
• Ensure that all in-coming staff are well supported, and that they return all equipment, assets, and any other property in their possession upon completion of their duties.
• Implement standardized filing and archiving systems, asset management and Inventory management for the operation while promoting adherence to the same among program departments.
• Draft and keep up-to-date procedures and guidelines on housing, telephone, travel, and other administrative processes as necessary and promote adherence to them.
• Support system improvement initiatives and ensure smooth roll out in the operation.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Manage in E-contract system all administrative contracts by keeping track of expiry dates, renewals, notice periods, payments, etc. Whenever necessary, seek legal services.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security officer to enhance security in the office premises.
• Prepare reports as may be determined by the Deputy HEOps Gaziantep or as required.
• Supervise Facilities and Welcome services and work closely with Travel Service to ensure prompt and high-quality service delivery.
• Support the Deputy HEOps Gaziantep on all Administration related matters namely on local policy reviews and contract negotiations.

Education

Required:

• Relevant university education in logistics, procurement, supply chain management or an equivalent of qualifying experience
• Basic Delegates Training Course (BTC), IMPACT, WORC or equivalent knowledge

Experience

Required:

• A minimum five years’ experience in supply chain management including general logistics, warehousing, transporting goods, fleet management and procurement
• Experience in financial management, including budgeting
• Experience in coaching, skills transfer and applying collaborative working models
• Experience working within the Red Cross and Red Crescent Movement

Preferred:

• Experience in Cash and Voucher Assistance (CVA) such as the ability to provide logistics support to preparedness, assessment, programme design, implementation operation and review CVA programmes
• Experience in living under strict security measures with limited movement
• Field experience in high-risk and/or fragile context(s)

Knowledge, Skills and Languages

Required:

• Comprehensive understanding of IFRC policies, procedures, and IFRC-wide approaches
• Strong project management skills including the ability to work to tight deadlines and handle multiple tasks
• Strong analytical thinking skills and the ability to evaluate and assess options for the development of strategies
• Proven good judgement, strong decision-making skills, and the ability to work with complete integrity, confidentiality and accountability
• Knowledge of procedures and international standards for procurement of goods and services
• Strong interpersonal skills and proficient in collaborative and cooperative approaches in teamwork
• Ability to work in a stressful and demanding environment while keeping a consistent, courteous and positive attitude towards others
• Good team management, mentoring and capacity development skills
• Ability to work well in a multi-cultural environment
• Self-supporting in computers and internet-based tools
• Fluently spoken and written English

Preferred:

• Knowledge in conducting market assessments and localization of sourcing
• Knowledge in applying the Movement National Society Logistics Development guidelines
• A good understanding of Europe/MENA region, and preferably Turkiye, context
• Valid international driving license (manual gears)
• Knowledge of Turkish

Competencies, Values and Comments

Please note that the position may be filled before the deadline for submission of the applications.

Due to limited resources, only short-listed candidates will be contacted.

How to apply

Please click here to apply.