About MAG:
MAG saves lives and builds futures by working with others to reclaim land contaminated with the debris of conflict, to reduce the daily risk of death or injury for civilians, and to create safe and secure conditions for development. MAG shared the 1997 Nobel Peace Prize as a founding member of the International Campaign to Ban Landmines for our work to ban landmines. Our vision is a safe and secure future for men, women and children affected by armed violence and conflict.
About the Syria Response programme:
MAG has been responding to the Syria crisis since 2013 working to support the development from conflict by finding and destroying the explosive remnants of war, so that communities can raise their families and pursue their livelihoods in a safe and secure environment, free from fear of death or injury.
Overall Purpose of the Job
Working under the direction of the Logistics Manager, the Supply Chain Coordinator provides support in the implementation of all supply and logistics support to MAG Syria programme, ensuring that the standard, policy and procedures are in place.
The Supply Chain Coordinator will work to support the smooth running of the operations in Syria and work closely with the Base Managers in North east Syria and Erbil and with the Senior Managers in the Operations,programme and support services.
Reporting structure
The Supply Chain Coordinator will report to the Logistics Manager.
Detailed Responsibilities
Planning
- Support to the Logistics Manager to collect feedback from the relevant stakeholders (e.g. Country Finance Manager, Operation Teams, etc.) to develop a country procurement strategy.
- Support the Logistics Manager for developing and/or adopting MAG policies, procedures and guidelines covering procurement, logistics and inventory management.
- Support the Logistics Manager in to ensure that MAG’s procurement, logistics and inventory management policies, procedures and guidelines are known, implemented and followed. This could include a day-to-day guidance and support to relevant field staff, and periodic training and Sector site visits, based on the Logistics Manager’s requests.
- Work with the Logistics Manager in collecting feedback from the Dept. Managers to support the development of procurement plans for improving procurement efficiency by consolidating purchases, reducing spot-buying and addressing aggregated procurement issues.
Procurement
- Work in collaboration with the Logistics Manager, following his/her instruction to centralise the procurement (supplier selection and contracting) activities, i.e overseeing the selection and appointment of suppliers, conducting local market surveys and running competitive tendering processes at national level
- Facilitate the set-up of Framework Agreements or contracts both at centralised (Head office) and decentralised (Bases) levels, in order meet the Operations and Support procurement needs in MAG Syria.
- Ensure that the NES Programme approved procurement tracking tool is in place at all locations , work on data analysis and generate KPI for each base individual performance, etc.
- Ensure that the country’s Suppliers Database is in place and up to date, as per SoPs/MAG standards (including vetting requirements) and following the Logistics Manager’s guidance
- Monitor contract execution to ensure suppliers are delivering as per agreed terms and conditions
- Prepare a by-weekly summary of all outstanding requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects; and monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed.
- In collaboration with the Logistics Manager, run spot checks of procurement archives to ensure adherence to retention policies and best archiving practices and closely coordinate with Finance coordinator.
- Following the guidance of the Logistics Manager, monitor market prices, notably prices of high value, high turnover categories of items, and monitor that purchasing activities actioned by staff across all MAG Syria locations and ensure the Purchase to Pay process is working effectively.
- Review each PD before the payment and lock/protect the online PD once submitted to finance.
- When requested by the Logistics Manager, run spot checks on procurement archives when visiting MAG Syria base to ensure adherence to policies, procedures and guidance
- Support the procurement for Hasakah and Raqqa bases.
- Ensure the procurement policy is strictly adhered for any procurement take place in MAG Northeast Syria.
Assets Management
- Following the instruction of the Logisitcs Manager, ensure that an asset management system is taking place in compliance with MAG system, policy and procedures and donor requirements.
- Ensure inventories of assets, equipment and consumables are recorded, monitored and updated, and report any discrepancies to the Logistics Manager.
- Where requested, conduct inspection of all goods & materials received and review the necessary documents upon arrival.
- Support to the Logistics Manager for maintaining an accurate and quality assets and inventory database; conduct regular audits to ensure the accuracy of the records; prepare reports for anomalies and discrepancies. Conduct annual asset count in an annual basis.
- Prepare and submit in a timely manner the assets and inventory reports to Line Manager
- In collaboration with the BMs, under the supervision of the Logs Manager, facilitate the transportation of assets between offices / bases and obtain approvals from the government authorities pertaining to any movements, as required.
- Coordinate with team to conduct asset physical verification for the mission twice a year (June and December minimum)
Logistics
- Provide support in dealing with government authorities (Customs, Police, Border Authorities in Syria) in order to obtain approvals for all procurement and logistic activities.
- Liaise with relevant local authorities on issues pertaining to the shipment of goods.
- Maintain accurate administrative records relating to all purchases and shipments, in line with MAG procedures and donor regulations, in order to ensure transparency and accountability.
- Provide necessary support during the audit.
Inventory Management
- Supporting the Logistics Manager and the Base Managers in managing a country-level Inventory Management System by:
- Standardizing categories of equipment and consumables across all MAG locations, and producing standard lists of asset and inventory items.
- Monitoring minimum and re-order stock levels, established by the Logistics Manager and stated in the procurement tracker, taking in consideration usage patterns and order time.
- Following the monthly inventory tracking system, supporting the BMs, in order to ensure smooth management of the inventory levels and avoid out of stock situations or overstocking.
- Train staff in all locations in proper data entry and stock management practices, with support from Logs Manager.
- Work with Dept. Managers and Operations staff to ensure the inventory management system is effectively tracking field consumable usage and fleet/mechanical high-volume parts turnover.
- Ensure that accuracy of inventory records by conducting spot checks, stock reconciliations and periodic inventory analyses at all locations.
- Support the Logistics Manager to identify items to be stocked at suppliers’ premises level to limit MAG stock holdings.
- Coordinate with team to have annual physical counts for all sites (min twice a year)
Management, Training, Communication and Networking
- Carry out assigned tasks and oversee training, capacity-building and career development.
- In coordination with the Logistics Manager, deliver appropriate training to enhance the understanding of procurement and logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures for both Support and Operational staff.
- Develop contacts with other agencies on procurement issues, such as the sharing of best practices, price or supplier lists, and information on dealing with local authorities and ministries.
- Represent MAG in any relevant forums pertaining to the areas of responsibility.
- Escalate issues, problems or potential risks in the areas of responsibility to the line manager
Safeguarding
- Work in compliance with/ uphold MAG's Safeguarding framework - Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery
- Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams
- Ensure that all staff understand the provisions clearly and challenge any unacceptable behaviour
- Ensure that any concerns, reports or complaints are taken seriously and investigated promptly and thoroughly
General Responsibilities:
- Work within the framework of MAG’s core values
- Represent MAG with integrity and professionalism
- Participate in meetings where relevant as directed by Management, and
- Apply learning from appropriate training and development programmes
Person specification/ selection criteria:
The post holder should be able to demonstrate the following attributes:
- Excellent command of spoken and written English, Kurdish and Arabic languages - both written and verbal
- Bachelor’s degree in supply chain,administration, business management , marketing or equivalent experience in logistics/ procurement for minimum 5 years.
- Previous experience working in non-profit/humanitarian sector min. 2 years in logistics/ procurement(preferable )
- Excellent internet and computer skills (specifically MS Word and Excel)
- Ability to work as part of a team
- High level of self-motivation
As part of MAG's commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed.
MAG is committed to the principles of diversity, equality and inclusion. If you think you would be suited to one of our roles we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential.
How to apply
Female candidates are strongly encouraged to apply for this position.
Please send your application letter and CV via email to vacancy.nes@maginternational.org.
Only shortlisted candidates who meet the criteria of selection will be contacted.
Please note that this is a national position.
