Country Procurement Manager – Gaziantep, Turkey
GENERAL POSITION SUMMARY: The Country Procurement Manager is a member of the Syria Response (Turkey-based) senior management team and is responsible for enabling excellence in all major procurement functions in Turkey and Syria: sourcing, contracting and Supplier Relationship Management. The Procurement Manager focuses on managing a team of twenty-five Procurement professionals who are in charge of obtaining all the goods and services required for Mercy Corps’ programs currently funded by USAID (FFP and OFDA), DFID, ECHO and BPRM. All programs are high profile, demanding and are facing an ever-shifting operating environment in Syria. The success of Mercy Corps programs depends on the procurement’s team ability to source qualitative goods and services in a timely manner. The Procurement Manager will develop and maintain effective systems that support a healthy, robust and integrated collaboration within the team and with other functional areas of Mercy Corps. Emphasis will be put on the Manager’s ability to increase the capacity of the local staff (Turkish and Syrian). The Country Procurement Manager will be in constant collaboration with Mercy Corps Logistics, Finance and Programs teams to ensure the continuous operation of Mercy Corps’ supply chain. The work environment is fast-paced and highly engaging as we are working to meet the needs of thousands of Syrians and others affected by the war. PROGRAM/DEPARTMENT SUMMARY: As Mercy Corps seeks to alleviate suffering, poverty and oppression around the world we recognize that instances of sudden change within a country or region, are rare moments of opportunity. Procurement unit is consistent of general procurement sub-unit, Tendering sub-unit and Contract Management sub-unit. Each of these sub-units has clearly defined functions where collaboration is required not only among the three sub-units but also with other Operations unit and departments. The general sub-unit is purchasing all the needs up to 20,000 USD while tendering sub-unit and contracting sub-unit are engaged for purchases more than 20,000 USD. The Country Procurement Manager will guide and make sure that all three sub-units are achieving their goal by meeting the program needs, applying donor and agency compliance requirements and purchasing in accordance to the field Procurement Manual and other in country policies and guidelines. Another critical role of Country Procurement Manager is to ensure the relationship and collaboration btw Program Staff and Procurement staff in order to produce effective Procurement Plans for each program, which will enable excellence, and continuous supplies for program needs. Market assessment is critical to be known by Country Procurement Manager and his team in order to quickly and effectively ensure qualitative and in line with required specifications all goods to be purchased through normal procurement process but also through tendering. ESSENTIAL JOB FUNCTIONS:Strategy and Vision
- Contribute to the overall country strategic planning process and provide regular updates through a detailed and effective individual procurement planning with each program.
- Develop and lead the strategic direction and development of the procurement unit.
- Read all program proposals and effectively contribute to program implementation and development.
- Facilitate and lead the Procurement planning process for high value and high demanding programs with the respective programs teams individually.
Team Leadership and Management
- Design a robust onboarding and training program for all new Procurement and Contract Management Staff members
- Follow the constant professional development of all Procurement unit team members through regular on-the-job training sessions, coaching and mentoring in order to build the team’s capacity and help them achieve their professional objectives.
- Develop the capacity of the procurement team and assist with continued development of a career path.
- Work with all Mercy Corps staff to ensure smooth introduction and adoption of procurement systems and procedures.
- Work with finance compliance to mitigate fraud, conflict of interest and legal aspects of Mercy Corps activities.
- Develop performance indicators for Procurement and Contract Management unit and present them to the Mercy Corps Management Team
- Make sure all three procurement sub-units are guided and achieve excellence
Procurement and Contract Management
- Responsible for the full and proper implementation of Mercy Corps Procurement systems of procurement management, compliance and control as described in Mercy Corps field procurement and finance manuals contained in the Digital Library or Office in a Box, and other in country adopted approaches, guidelines and policies for procurement and compliance implementation.
- Work with finance and compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
- Provide orientation and training to procurement and other operations staff on procurement code of conduct and processes to mitigate fraud
- Work closely with Program Management to facilitate procurement aspects of program planning, and upcoming procurement needs.
- Work closely with Program, Finance and Program teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations.
- Participate in management meetings where required and ensure close collaboration with Program and Finance Management across the Mercy Corps Iraq and North East Syria program.
- Work directly with Country Operations Manager to define country strategy for all purchases and contract management and administration.
- Conduct an ABC Supplier Analysis to inform the priorities of the department
- Be responsible for continuous market research for commodities for markets local, in country and international
- Analyze the market vibration based on exchange rate and provide rational of use any market
- Support the Contract Manager to ensure Mercy Corps’ relationships with its major “A-suppliers” is optimal
- Conduct regular visits at major vendors’ facilities
- Advise and assist the Contract Manager on contract troubleshooting
- Develop the existing Vendor database to ensure it is up to date, relevant and operational
- Learn and continue to develop the Podio Procurement system. Implement required necessary changed enabling various analysis.
- Ensure maintenance of on-going and completed master lists.
- Evaluate the feasibility and opportunity of rolling out an online electronic tendering system
- Review and evaluate procurement processes and payment requests
- Review Draft Contracts and improve the contract provisions by strengthening the accountability by suppliers but also by Mercy Corps during implementation of the contracts
- Assist Contract Manager to develop clear and effective contract relations to protect beneficiaries and organization from substitutions and non-conformity of the goods.
- Implement all early recommendations from auditing for improving procurement processes
- Prepare procurement and contract management files for any future auditing purpose
- Responsible for the full and proper implementation of Mercy Corps procurement systems of management, purchases, compliance and control as described in Mercy Corps procurement field manual contained in the digital library but also responsible to implement any mitigation measures related to procurement, contract management and fraud developed in country.
- Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
- Maintain high ethical standards and treat people with respect and dignity.
- Demonstrate an awareness of his/her own strengths and development needs.
- Establish and maintain productive relationships with all stakeholders, vendors, suppliers, etc.
- Represent Mercy Corps and beneficiaries with dignity
- Protect Mercy Corps vision and mission during meetings
Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve – we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves. Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Supervisory Responsibility: Procurement and Contract Management teams in TurkeyACCOUNTABILITY: REPORTS DIRECTLY TO: Country Operations Manager – Turkey/N. Syria WORKS DIRECTLY WITH: Procurement/Contract Management staff, Logistics, Program Managers and their staff, Finance department and Security and Access Department COLLABORATES WITH: Operations Manager North Syria, Finance Director, Program Director and Country Director KNOWLEDGE AND EXPERIENCE:
- 3-5 years of field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
- Demonstrated understanding of complex emergencies, related security concerns and appropriate responses with experience in insecure environments.
- Strong ability to capacity train staff.
- Demonstrated analytical thinking
- Demonstrated attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.
- Knowledge of Mercy Corps systems and procedures (esp. procurement systems) desirable; M&E experience preferred and knowledge of USAID regulations helpful.
- Excellent negotiation and representation skills.
- Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
- Excellent oral and written English skills are required. Turkish or Arabic skills are desirable.
- Ability to work effectively with an ethnically diverse team in a sensitive environment.
SUCCESS FACTORS: The successful Country Procurement Manager will be critical at problem solving and have the ability to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel, both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive on evolving and changing environments, and make effective written and verbal communication a priority in all situations. LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS: The position is based in Gaziantep, Turkey and unaccompanied. Living conditions will be group housing. Staff will have access to good medical services, restaurants, cafes, supermarkets and shops. This position requires (50% of time) travel by vehicle to the Turkey/ Syria border with potential travel into north Syria pending security clearance. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values at all times and in all in-country venues. The current no-visibility policy will require discipline in the use of social media to ensure that information about Mercy Corps operations are not inadvertently made public which could place staff and programs at risk.