Under the line management of the Logistics Manager for the Syria mission, the Procurement Officer will:

• Perform procurement operations, record of the procurement files/documents, conduct

“Procurement standards” training for the Implementing partner respected staff and audit

procurement files of the partn

• Work closely with team members within the procurement discipline, to ensure the proper

procedures are used and process is respected.

• Ensure that all tasks are executed and completed within the available time frame and budget.

• Plan and organize the workflow in an efficient manner.

• Timely report of his/her activities to his/her line managers.

• Archive documents and files (electronic and hard copies).

• Comply with relevant HI policies, procedures & controls and applicable legislation and sustainability

guidelines in line with international standards and best practices.

• Complete any other tasks in the area of competence as assigned by the line manager.

The actual intervention context is characterized by remote management modalities.

The Procurement Officer – Damascus, brings constant support to the HI teams in different areas (Alepo,

Raqqa) inside Syria.

1. Mission 1/ Participates in drafting the Procurement section of the StratOP and

implements its action plan

• INDICATORS: produces, compiles and analyses the data in the procurement

dashboard for his or her geographical area

2. Mission 2: Deploys HI’s standards and contributes to its expertise and accountability

within his or her remit:

• STANDARDS: ensures compliance with and application of HI standards for his or

her entire professional field with regard to policy, processes and tools.

• ACCOUNTABILITY: guarantees compliance with and the application of internal

rules and the rules of institutional donors in his or her fields of activity.

Mission 3: Operational implementation of logistics

3-1 Design phase – Resources planning:

• Assist in the project’s Supply plans development.

3-2 Launch phase – Procurement planning

• Take part in defining the procurement strategy.

3-3 Implementation phase - Coordination:

• Conduct National & International high volume procurement operations by

ensuring correct procedure and preparing all the documents needed for the

technical review of line manager.

• Compile the whole Procurement folder/documents, properly archive them and

submit them to facilitate invoice processing and Payments.

• Timely follow-up on all purchase requests for the bases and ensure that the

correct procedures are applied in the purchase of the goods and services and

proper documentation trail is maintained.

• Follow up payments for suppliers to manage accruals and cash flow effectively.

• Prepare Derogation requests / Note-to-Files and follow up with the proper

signatures authority matrix when required.

• Vendors Management: Searching for new suppliers of relevant categories,

Identify new sources of supply in a proactive manner or according to specific

requests. Conduct frequent Market Surveys and update and maintain an active

suppliers list (Database), in addition to tracking and evaluating the critical

Suppliers Performance on a quarterly basis.

• Ensure constant up-to-date LINK, HI digital procurement system.

• Train and supervise HI Implementing partner logistics staff and ensure

Procurement minimum standards are applied.

• Ensure availability of materials and consumables for the efficient Syria program

implementation.

3-4 Closure phase

• Update and close LINK file with all relevant documents.

• Archive hard copies of procurement file.

4. Mission 4: Emergency Preparedness and Response Responsibilities

• contributes to the program's emergency preparedness actions and, during an

emergency, adapts his/her work modality to contribute to HI’s effective

humanitarian response.