Senior Logistics Assistant

Conduct logistics support for Central Office;

·       Developing policy and procedures for logistics support

·       Providing logistical and day to day administrative support to the Team, including coordinating office supplies, copying, filing, travel arrangements, coordination of cleaning of the office, courier, repair and maintenance requirements etc.

·       Leading day-to-day communications with service providers (building management, insurance, telephone, office supplies, courier, and internet providers, etc.). This also involves the systematic review of related invoices and reassess ongoing supplier contracts on a regular basis

·       Developing and updating suppliers list and price lists used by the Office

·       Contributing to procurement process for office property, supplies, and services

·       Ensuring office premises insurance, equipment insurance, security, vehicles insurances, office renting contract

·       Organizing the packing of goods to be dispatched to the destinations and following up safely, securely, and on-time delivery

·       Setting up office usage for new staff to ensure furniture and IT equipment are properly installed, assists in the briefing and welcoming of newly recruited personnel;

·       Supporting the whole Team on IT related matters, coordinating with the IT consultant company

·       Preparing mission orders

·       Providing hotel quotations, bookings, logistical support, accommodations, venue set up, transport arrangements for staff missions

·       Ensuring and following up of recycling system

·       Conduct timely physical count of inventory

·       Following up inventory and updates in case of purchase, transfer, donation and written off

·       Verifying the labelling of all property goods in conformity with the inventory database

·       Verifying the state of the property goods and recommends maintenance/reparation or declassification;

·       Before departure of staff, ensure that all the items that were entrusted to the person are returned in a good state

·       Ensuring efficient storage of movable assets

·       Providing timely distribution of publications, promotional and training materials if needed

·       Managing vehicle servicing activities (rent)

o   Verifying the monthly vehicles report and preparation of the logistics monthly report;

o   Ensure vehicles are in working order and meet national and international standards

o   Coordinating the movements and activities of the Drivers;

o   Oversees and ensures proper maintenance and management of vehicles and drivers e.g. repair, maintenance, monthly mileage check, usage purposes as well as licenses and insurance coverage;

o   Following-up of accidents/incidents with the police, informing insurance company, prepares and sends all relevant documents;

o   Following-up of the Drivers list of duties, shift, logbook, overtime

·       Filling any document relating to logistics

Facilitate and coordinate information flow regarding logistics between central and provincial levels;

·       Coordinating all the logistical arrangements of the programme activities

·       Supporting local programme staff on purchase requests (electronic devices, stationary, consumables, etc.) in accordance with the needs determined

·       Collecting and submitting all documents related to the programme and its activities in provinces (including the originals of locally signed contracts, time sheets, course attendance sheets, monitoring charts, meeting signature charts, teacher payroll)

·       Being in contact with provincial coordinators and other team members for coordinating routine operations and being a contact person for day-to-day needs

• Contribute provincial project teams and partners for local procurement process
• Liaising with the project stakeholders in the provinces for the organizational logistic support to activities

·       Performing any other logistic duties as requested by the Deputy Team Leader and Procurement Manager

Project or context description

Starting March 1st, 2024, Expertise France will be implementing Phase II of its İMEP/VET4JOB programme, entitled “Improving the employment prospects for the refugees and host communities by high-quality VET and apprenticeship in Türkiye”, in partnership with EDUSER. Phase II, which will be implemented until 01.12.2028, will be the continuation of the VET4JOB I programme which has been implemented since 01.01.2020.

The İMEP/VET4JOB programme, funded by the Delegation of the European Union to Türkiye, is supporting the development of skills for refugees and host communities in Türkiye, for both adults and adolescents, through high-quality vocational training and apprenticeship training, in line with the needs of the labour market.

The İMEP/VET4JOB programme aims to (i) increase the demand and access of refugee and Turkish youth (14-22) and vulnerable adults to high-quality apprenticeship training, vocational training, and guidance services; (ii) support the fight against child labour; and (iii) increase social cohesion between refugees and host communities.

Overall, the İMEP/VET4JOB Phase II will aim to enhance livelihood opportunities to refugees and communities in Türkiye.

Required profile

·       University degree (preferably in business administration, finance, logistics)

·       At least 2 years working experience in a similar position, preferably in international organisations/NGOs

·       Fluent in Turkish and English with strong writing skills

·       Strong written and spoken communication skills

·       Good knowledge of MS office, especially MS Excel

·       Good documentation skills

·       Experience working with international agencies or organisations is an asset

·       Ability to work to deadlines with good prioritization and time management skills

·       Demonstrated ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds

Additional information

Type of contract: Full-time

Estimated assignment period: 53 months

Location: Ankara, with frequent travel to other provinces of implementation

Starting date: 1 August 2024

Reports to: Procurement Manager

Line management of: Logistic Assistant/Driver

Deadline for submission of applications: 28.06.2024

Applications must be made in English. Please send your application to the following email address:  hr-imep@expertisefrance.fr, with the reference to “Senior Logistic Assistant”

Applications must include:

– A CV, including 2 references (only names and contact details)

            – A cover letter

The process of selection of expressions of interest will occur in two phases:

• As a first step, a shortlist will be established by Expertise France.
• Shortlisted candidates may then be invited for an interview.

Incomplete applications will not be considered.

Only shortlisted applicants will be contacted.