1. Job Description / Assignment

EF is recruiting a procurement and logistics Assistant, to support the EF team in Iraq and North-East Syria from its Erbil coordination office. Working under the authority of the Senior procurement and logistics Officer for Iraq and Northeast Syria, and with support from the Desk Officer and Admin and Finance Coordinator in headquarters, the Assistant will be in charge of issues related to procurement and logistics (project and office).

Overall purpose of the role: The procurement and logistics assistant will ensure the existence of effective and efficient support services in the areas of procurement and logistics for offices in Iraq and for projects in Iraq and Northeast Syria. He/She will play a key role in developing and implementing country-specific strategies as well as devising, implementing, and improving operational systems, processes, and policies in support of EF’s programme in Iraq, in line with EF standard operational procedures and internal policies.

Procurement for projects and offices:

• Organizes accommodation and facility services for workshops and training events, in line with procurement procedures
• Check the quality / status and the right amount of the materials and of the packaging delivered to EF from the vendors/suppliers and ensure obtention of delivery notes and their archiving
• Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation
• Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies
• Establish and maintain ethical and professional working relationships with suppliers

Office(s) Space Management

• Support identification and maintenance of EF office and guesthouses in Erbil
• Assure that all services (energy, water and gas supply, furniture etc.) within the office and guesthouses are working properly
• Ensure that the office is supplied with all necessary items for its well-functioning and for staff well-being around the office space including hygiene materials, IT equipment, office equipment, air conditioning, electric appliances etc.
• Troubleshooting of office issues arising and leads negotiations with office managers and vendors to solve these issues.

Asset management:

• Assure that EF’s equipment and assets are stored in a safe place and take necessary action in order to avoid losing or damaging equipment / assets

Fleet management:

• Leads the procurement process for car rental cars (including driver, fuel, insurance and maintenance)
• Coordinate transport of authorized passengers in soft vehicles (EF staff, partners and short-term experts) on their official duties, as well transport cargo safely and as instructed
• Responsible for the weekly and daily transport schedule
• Ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, etc) are complete and serviceable

Security/Travels

• Support the organization of travels for EF Staff and Consultant (Plan ticket, book hotels and car and taxi reservation, movements with soft vehicles within Iraq or Syria)
• Provide support to the Baghdad team during events or workshops and travel to Baghdad beforehand to assist with any necessary tasks.

Team Management

• Play an active role in the induction of new EF team members (paperwork, preparation of workstations, setting up of IT equipment, provision of office supplies etc)

1. Technical Skills, Experience & Knowledge

Education level

• Relevant University degree in Supply Chain, Project Management, Procurement Management, law degree etc

Qualifications

• 2 years of relevant experience in Procurement in UN/INGO or other international agencies and in operational systems management in humanitarian/stabilization set up, including demonstrated ability to set up operational systems in a new and growing programme.
• Good knowledge of donor procedures required is an asset (French MoFA/AFD, EU, DFID, JICA, etc).

Personal qualities

• Ability to work collaboratively with team members and stakeholders at various levels, from national to community levels.
• Demonstrated ability to work effectively in challenging and high-pressure situations.
• Excellent communication skills with the ability to adapt to a diverse multicultural environment.
• Proactive approach with a stable and reliable character, contributing effectively as a team player.
• Excellent command of English, Arabic, and Kurdish (oral and written).
• Previous work experience in Iraq/Middle East in an administrative capacity, with knowledge of the legal framework for international agencies considered an asset.

Application Procedure

Only applicants who apply as per the below details will be shortlisted:

• An applicant who can travel to Baghdad.
• Only shortlisted candidates will be contacted.
• All applicants are required to submit their detailed CV and cover letter in English and in PDF format only.
• Applications should be sent to recruitment@expertisefrance.fr , using the following subject : "Procurement and Logistics Assistant"
• Deadline of submission: 07/30/2024 23:59
• We welcome applicants from all backgrounds and encourage everyone to apply. We particularly encourage women to apply and contribute to our diverse and inclusive work environment.
• Incomplete applications and wrong title formats will not be considered.