Logistics Assistant

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Two earthquakes with a magnitude of 7.7 and 7.6 occurred in Pazarcık and Elbistan districts of Kahramanmaraş on 6 February 2023. The earthquake was felt intensely in the surrounding provinces, especially in Kahramanmaraş, Kilis, Hatay, Osmaniye, Gaziantep, Şanlıurfa, Diyarbakır, Malatya and Adana and affecting 16,000,000 people. According to the latest statement made by AFAD (Turkiye’s national Disaster and Emergency Management Authority), over 31,000 people lost their lives in 10 provinces affected by the earthquake and over 80,000 were rescued. After the 7.7 magnitude earthquake, a total of 1,666 aftershocks have occurred so far. Damage assessment studies continue in the regions. A state of emergency was declared for the period of 3 months in the affected region.

Under the direct Supervision and the guidance of the Logistics Delegate, the Logistics Assistant will support and contribute to the management of the logistics activities and will support IFRC ‘s team in Ankara in all the logistics matters including but not limited to Logistics, Procurement, Facilities Management, Contract Management, Payment Processing.

The Logistics Assistant will liaise with suppliers and service providers to ensure timely and effective delivery of goods and services to IFRC in collaboration with the Logistics Delegate.

The Logistics Assistant will provide support and assist the Logistics Delegate in:

Procurements

• Adhere to International Federation standard procurement practices, keeping records keeping in accordance with audit trail standards.
• Assist the Logistics delegate in obtaining a minimum of three quotations per purchase, preparing the resulting Comparative Bid Analysis and recommendations to purchase and the systematically documentation of all relevant information in Purchase Committee minutes where appropriate.
• Assist procurement delegate to prepare and submit appropriate supporting documents to the Regional office in Europe, for purchases over CHF 50,000.
• Execute, following appropriate authorization, the purchase and delivery of supplies in a timely and cost effective manner.
• Liaise and coordinate in a timely manner with the relevant delegations, departments, units, and services regarding delivery of supplies, keeping all parties informed of any changes.
• Assist Logistics Delegate to identify and maintain an accurate and up-to-date supplier information database for regularly purchased items, and keep informed of local market conditions.
• Establish and maintain a good professional working relationship with suppliers and inspection companies.
• Ensure, though extensive travel and market investigation, that all purchased goods meet International Federation standards, are fit for their intended purpose and have, where required, appropriate inspection certificates.
• Liaise with international, governmental and non-governmental organizations and collaborate where appropriate
• Produce regular, timely and accurate narratives and financial reports for the International Federation and donors.
• Manage the sourcing, procurement and delivery of national goods and services as appropriate in a timely and cost effective manner.
• Ensure that all procurements are directed towards the procurement unit of IFRC only.
• Obtain quotations, prepare comparative bid analysis and purchase recommendations and when authorized by the procurement and logistics delegate, purchase appropriate supplies. Organize delivery.
• Identify and maintain accurate supplier information for regularly-purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies.

Payment Processing

• Prepare request for payments ensuring the full audit trail documents are in place
• Ensure payment requests are signed by respective authorities

Purchase of Office supplies

• Provide assistance to the procurement and logistics delegate in purchasing stationery
• Maintaining a stationery stock report
• Issue stationery to requestors as per IFRC's procedures

Customs Clearance

• Apply for and secure duty exemptions at the Federal Ministry of Finance for IFRC's imports
• Support clearance processes with customs agents

Required:

• University degree in Finance/Administration/Logistics/Management/Supplies
• Professional qualification in Administration and Logistics

Required:

• 1 to 2 years of experience in Administration and Logistics management in an organization
• Good knowledge and Familiar with procurement, logistics and supply chain management
• Good Knowledge of Logistics Standards (procurement, fleet and transport, warehousing)
• Working experience in Humanitarian environment

Preferred:

• RC/RC Experience

Required:

• Self-supporting in computers (Windows, spreadsheets, word-processing and PowerPoint)
• Confident and persuasive with the ability to communicate with colleagues and external partners 
• Ability to write reports and communication in English
• Ability to work in compliance with established Logistics policies and procedures
• Knowledge of Humanitarian Diplomacy
• Initiative, proactive and able to work with minimal supervision and under pressure
• Negotiation and persuasive skills
• Must have analytical skills
• Fluent spoken and written English and Turkish

Preferred:

• Must have a valid driving license
• Good command of another IFRC official language (French, Spanish or Arabic)

Team work;Integrity and Personal Conduct;Flexibility and Adaptability;Initiative and Direction;Ability to meet deadline

• 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.