The Logistics and Procurement Manager is a key person in the operations department and reports towards Operations Coordinator. S/he is an essential part of the team and ensures that all needs in terms of Logistics Procurement, Fleet, Warehousing, ICT are met, in line with ASB and Donor regulation

Job Title: Logistics and Procurement Manager
Department: Operations
Location: Thessaloniki, Northern Greece
Period: 01.10.2018 – 31.12.2018

Background/ASB Summary:

ASB Germany:

The “Arbeiter-Samariter-Bund Deutschland (ASB)” is a German aid and welfare organization with more than 300 branches at national, regional, district and municipal level all over Germany. More than 1.2 million members provide a broad social basis for our organization and more than 20,000 employees as well as over 17,000 volunteers form part of the ASB ensuring a high level of quality in areas such as rescue services, civil protection and social services. Since its foundation in 1888, the ASB has acted as a politically and denominationally independent association ensuring a high level of continuity and reliability.

ASB Foreign Aid

ASB Foreign Aid Department provides both direct emergency relief to people hit by man-made or natural disasters and longer-term rehabilitation measures designed to promote recovery and to rapidly help restore the livelihood of refugees, internally displaced persons and other vulnerable people. ASB currently has a portfolio of more than 50 relief, rehabilitation, development and DRR projects in countries like Niger, Nicaragua, Serbia, Bosnia and Herzegovina, Indonesia, Nepal, Haiti, Georgia, Ukraine, Iraq and Greece.

ASB Greece

ASB started its activities in Greece in March 2016, focusing on the provision of Humanitarian Aid to refugees/migrants. The ASB country office is based in Thessaloniki. In 2017 ASB Greece has built the technical facilities and shelters for the Diavata camp and it is currently operating the Site Management Support (SMS) role at this site. Through our partners ARSIS, ASB also supports the provision protection services towards refugees and migrants in Greece. Our main donor is DG ECHO.

Currently ASB Greece is having operations both in Thessaloniki (Diavata) and Epirus Region (Katsikas, Filipiada and Doliana) of Greece. The Epirus office in Ioannina.

Job Overview/Summary:

The Logistics and Procurement Manager is a key person in the operations department and reports towards Operations Coordinator. S/he is an essential part of the team and ensures that all needs in terms of Logistics Procurement, Fleet, Warehousing, ICT are met, in line with ASB and Donor regulation

General Task and Responsibilities:

  • Leads all the logistics and operational processes in Greece, in line with ASB procedures
  • Supervises procurement needs all over Greece, according to ASB & Donor guidelines
  • Supervises IT requirements and support other operational processes in the office and at the project sites
  • Overviews the vehicle fleet
  • Manages all relevant logistics and procurement staff, (officers) and ensure the smooth and effective operation of the logistics / procurement department
  • Overviews registering & monitor all ASB assets and purchased items, according to ECHO guidelines
  • Reviews all the required reports & attends all relevant meetings
  • Reports regularly (monthly) to the OPS Coordinator

Specific Tasks:

Supervising, Technical Support and Collaboration

  • Supervises the relevant officers in Thessaloniki
  • Provides technical support to the officers in Ioannina
  • Collaborates with the Head of Office in Ioannina with regards to Office Logistics

Logistics / Warehousing:

  • Overviews the quality of all transportations throughout the project
  • Overviews the well-being of the warehouses in all places, ensuring their high operational state
  • Reviews all related documentation
  • Follows up a reporting pattern, both internal and to the donor
  • Leads any decision on better management

Procurement:

  • Ensures transparency and equal opportunities on procurement
  • Enforce the procurement process and leads the procurement plan
  • Leads the procurement process (policies, guidelines, internal checks, tenders)
  • Fortifies the quality of the contracts, in accordance to ASB procedures and Greek legislation
  • Guide and support the officers in procurement related issues
  • Supports and coordinates with the program managers in procurement related issues
  • Communicates with suppliers in a higher level and resolves any disputes

Administration:

  • Overviews operational archiving, both digital and hard Copy
  • Ensures proper management of office premises, including security

ICT:

  • Overviews the usage and handling of ICT equipment

Fleet:

  • Is responsible for fleet planning
  • Upholds vehicle related policies

Budget:

  • Is responsible for the support lines expenditure on the budget
  • Plans and controls all support related costs

Visits and Training:

  • Performs regular visits to both ASB offices and camps
  • Identifies the needs and provides with logistically finetuning
  • Regularly performs trainings or gives training support, to introduce or refresh policies that are coherent with his field of management.

Regional Security Focal Point (RSFP):

  • Leads all security related actions in Region, in coordination with CSFP
  • Implements all security related policies, in regional level

Reporting:

  • Reports monthly for all the fields above.

Other:

  • During his/her work, uphold all relevant ASB standards, codes of conduct, and humanitarian principles;
  • Act in a way that is sensitive to gender, protection, the environment and other important cross-cutting concerns;
  • Fully comply with the ASB safety and security procedures

This job description is not an exhaustive list of the skills, effort, duties and responsibilities associated with position. All staff of ASB is expected to be flexible and contribute constructively towards achieving the goals of ASB in Greece.

Reports to:

ASB’s Greece Operations Coordinator

Staff Management

  1. Directly:
    • Logistics Officer Thessaloniki
    • ICT Officer, Roving
  2. Indirectly: Logistics Officer Ioannina
  3. Collaborations
    • Finance Manager
    • Head of Office (Ioannina)

Requirements:

  • Greek National, or legally allowed to work in Greece (Greek National Contract);
  • Spoken and written fluency Greek and English (C1 level), other languages would be an asset;
  • Completed Bachelor’s Degree in Logistics, Supply Chain, Engineering or any related field. Masters Degree would be a strong asset;
  • Minimum five (5) years of professional work experience, NGO experience would be a great advantage.
  • Management of at least 3 employees, the last 2 years. Reference of those employees might be sought.
  • Experience with Greek procurement regulation and donor regulations (EU, UN etc)
  • Strong IT-skills, both in MS Office but also general understanding of IT related matters (Hardware, networks)
  • Valid driving licence
  • Creativity and capacity to produce would be highly appreciated.
  • Excellent interpersonal and teamwork skills, flexible and wide understanding of the community’s needs;
  • Patience, a ‘can-do’ mentality and a good sense of humour;

Benefits:

  • Standard twenty-four days of paid leave per year (plus seniority legal additions)
  • Extra consideration on maternal/ paternal leaves and kid related leaves
  • Flexible working schedule, with rolling starting hours
  • Extra private life and accident insurance
  • Relocation accommodation bonus, 7 days if the applicant is not a resident, plus flexibility in working schedule the first 15 days to fulfil accommodation research
  • Organizational phone, with monthly credit
  • Transportation to and from work, with an organizational mini bus
  • Vehicle for trips outside of the main office perimeter

How to apply:

All interested parties are requested to submit their CV and Cover Letter in English to the following address hr@asb.gr clearly stating the position in the subject field.

The deadline for submission is September 14th 2018.

By applying to this Job Advertisement, the applicant concedes that ASB Greece will manage any data provided by her/ him until the end of this process and only.

If the applicant wishes for the data to be kept for a period of 6 months, in order to be included in other similar recruitment process, should be clearly stated in the application email by copying the exact following:

” I concede and allow ASB Greece to keep the documents/ files and data included in them, for a period of 6 months, starting from the date of dispatch, and in order to be used only for the purpose of further recruitment that I might be suitable. I have the right to recall this consent at any point, by sending a written application in the form of e-mail to hr@asb.gr