Safety & Logistics Officer

Job Title: Safety & Logistics Officer

Report to: Siraj Center Manager

Location: Al-Hasakah

The Near East Foundation (NEF) is seeking candidates for the Safety & Logistics Officer position, to be based in Al-Hasakah. NEF is a non-profit international development organization that has supported livelihoods recovery and community-based economic development in the Middle East, Africa, and Caucasus since 1915. NEF draws on local teams, experience, and partnerships in these regions to create community-led solutions to improve livelihoods and local governance among conflict and crisis-affected groups, while maintaining neutrality and ensuring inclusiveness in our approach. Working through a network of country offices and local partners, NEF has operations in ten countries: Armenia, Jordan, Lebanon, Iraq, Mali, Morocco, Palestine, Sudan, South Sudan, and Syria. Our programs are organized around three pillars: Inclusive Economic Development, Climate-resilient Development, and Stabilization and Peacebuilding.

Job Description

The Safety & Logistics Officer is responsible for the efficient execution and coordination of all procurement, logistics, and safety and security activities for the Center. This role ensures strict compliance with organizational policies and procedures, providing essential operational support to the Center Manager and project teams.

Key Responsibilities

A. Procurement and Supply Chain (Execution & Compliance)

1. Procurement Execution: Execute the full procurement cycle for goods and services, including:
   • Processing and tracking all Purchase Requests (PRs) from initiation to final delivery.
   • Obtaining competitive quotations and preparing comparative bid analyses (CBAs) in line with established thresholds.
   • Drafting and issuing Purchase Orders (POs) and ensuring timely delivery.
2. Vendor Management: Maintain an updated database of pre-qualified suppliers and vendors, and coordinate with them to ensure quality and timely delivery of supplies.
3. Compliance and Documentation: Ensure all procurement activities are fully documented and comply with the organization’s procurement policies, donor regulations, and local laws. This includes proper filing of all supporting documents (PRs, CBAs, POs, invoices, GRNs).
4. Payment Coordination: Coordinate with the Finance department to ensure timely processing of vendor payments, ensuring all necessary documentation is in place.
5. Contract Coordination: Maintain records of all service contracts and leases (e.g., office space, utilities) and coordinate with the Center Manager on renewal or termination processes.

B. Logistics and Asset Management (Coordination & Oversight)

1. Inventory and Stores Management: Oversee the center’s stores, ensuring proper storage, organization, and security of all supplies and equipment.
   • Conduct regular, documented physical inventory counts and reconcile them with stock records.
   • Prepare and submit accurate stock reports to the Center Manager and Operations Management as required.
2. Asset Management: Maintain the center’s asset register, ensuring all assets are properly tagged, tracked, and accounted for throughout their lifecycle.
3. Movement and Fleet Coordination: Coordinate the scheduling and use of center vehicles (if applicable) for staff and material movement, ensuring all trips are authorized and documented.
4. Administrative Support: Provide logistical support for workshops, training, and other events, including the timely procurement and distribution of necessary materials (e.g., stationery, training kits).
5. Daily Records: Prepare and submit daily logistical records, including movement plans and attendance sheets for logistics support staff, to the Center Manager.

C. Safety and Security (Monitoring & Reporting)

1. Safety Monitoring: Conduct regular physical checks of the center facilities to ensure the presence and functionality of all public safety means, including fire extinguishers, first-aid kits, and emergency exits.
   • Ensure regular maintenance and servicing of all safety and protection equipment.
2. Access Control: Monitor and ensure the implementation of appropriate access control procedures for all project facilities, covering employees, beneficiaries, and visitors.
3. Focal Point: Act as the local safety focal point, facilitating information exchange and coordination on security matters between the Center Manager, staff, and relevant external stakeholders.
4. Reporting and Documentation: Prepare and submit timely and accurate safety and security incident reports, as well as routine safety compliance reports, to the Center Manager.
5. Security Support: Assist the Center Manager in implementing security protocols, including the coordination of security guards (if applicable) and the dissemination of security advisories to staff.
6. Equipment Procurement: Provide technical input and assistance to the procurement process for specialized safety and security equipment.

Qualifications and Requirements

• Education: Bachelor’s degree in commerce, Business Administration, Logistics, or a related field.
• Experience: Minimum of 3 years of practical experience in procurement, supply chain management, or logistics, preferably within the NGO sector.
• Knowledge: Clear knowledge of procurement laws, regulations, and best practices. Familiarity with local market conditions and geography.
• Skills:
  • Proficiency in Microsoft Office applications (Word, Excel, Outlook).
  • Strong organizational, documentation, and record-keeping skills.
  • Ability to read, interpret, and apply policies and procedures.
  • Good arithmetic skills for accurate record maintenance.
  • Ability to deal with on-the-ground developments immediately to ensure maximum protection for team members and assets.
• Willingness to travel to field locations when required.

NEF will accept rolling applications until the position is filled. Interested candidates are encouraged to apply as soon as possible.

To apply:

Please apply by submitting the following documents:

1. Cover letter outlining all relevant experience, how you meet the essential criteria.
2. Curriculum Vitae.
3. List of three references (including one from current, or most recent, employer). You will be given further notice prior to us contacting references.

NEF welcomes and encourages applications from all genders, backgrounds, religions, cultures, nationalities and abilities.

Applicants are strongly encouraged to familiarize themselves with the Near East Foundation by visiting the NEF website at www.neareast.org.

Please note that only shortlisted candidates will be contacted.

Pre-employment Checks

Any Employment with the Near East Foundation will be subject to the following checks before start date:

• A satisfactory Restricted Party Screening.
• Receipt of satisfactory references.
• Workplace Verification Check.

NEF's strength is its people. Our team is our fuel to achieving the innovation, quality programming, community focus, mutual trust, sustainability, and learning needed to realize our mission. To help our team thrive, we support a working structure that prioritizes flexibility, personal commitments, and staff well-being while promoting a work culture of teamwork, collaboration, respect, integrity, and excellence.

As an international organization, we value a truly diverse workforce and prioritize a culture of inclusivity and belonging. We strive to create a high-achieving work environment informed by different cultures, perspectives, and experiences. With a commitment to diversity, equality, equity, and inclusion in all we do, our aim is to ensure that people feel heard, protected, and empowered to contribute to NEF's mission from day one.

Commitment to Safeguarding

As a global organization serving some of the world’s most vulnerable communities, the Near East Foundation takes the safeguarding of its program participants, staff, volunteers, and partners seriously. To that end, the Near East Foundation is a member of the Misconduct Disclosure Scheme, and will systematically check with previous employers about any sexual exploitation, abuse, and harassment issues relating to potential new hires. We may also employ other robust pre-hire screens, including in-depth reference checks, criminal background checks, and sanctions screens.
procedures. The Near East Foundation expects all program participants, staff, volunteers, and partners to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
By submitting an application, the job applicant confirms their understanding of these recruitment.