Supply Chain and Admin Officer - Hassaka

About World Vision For more than 75 years, World Vision has been committed to making a positive and lasting difference in the world. We have become a global leader in improving and transforming the lives of children, their families, and their communities. We help children, families, and communities overcome poverty and injustice, irrespective of religion, race, ethnicity, or gender. Every child deserves a life rich in meaning and purpose. We work with the most vulnerable children in the world so they can experience life in all its fullness. Job purpose: To act as the main buyer and Supply Chain focal point for the Hasakeh and Raqqa offices and project centers, including Tal Abyad operations, providing overall management and oversight of procurement, administration, logistics and asset management. The jobholder processes and manages all PRs, POs and contracts on the Provision system, ensures compliance with World Vision and donor requirements, maintains effective internal controls, supervises assigned support staff, and provides efficient operational support to programme implementation. Reports directly to the Area Manager – NES (Hasakeh & Raqqa) and technically to the Supply Chain Manager – Amman. Major Responsibilities: Administration & Facility Management 20% • Oversee office administration and support services for the Hasakeh and Raqqa Offices and project centres. • Manage office facilities, leases, service agreements, maintenance requirements, utilities, and workplace readiness. • Coordinate travel, accommodation, meetings, events, and administrative support services. • Monitor office supplies, consumables, and service contracts to ensure operational continuity. • Act as a focal point for administrative support requests and coordinate solutions with relevant departments and service providers. • Support budget estimation, cost control, and administration reporting activities. • Coordinate with the Amman IT team and external IT service providers to keep office IT equipment, systems, and connectivity functional. • Maintain organized filing of office, procurement, and logistics records on the designated SCM folder. Procurement Management 50% • Create, review, process and close all PRs, POs and contracts on the Provision system, including approvals follow-up, supplier and contract records, amendments, and attachment of complete supporting documents. • Coordinate with the Amman Supply Chain and Finance teams for Provision access, system support, and escalation of system or process issues. • Lead and coordinate the end-to-end procurement process for assigned locations, including PR review, sourcing, solicitation, bid management, evaluation coordination, award recommendations, contract follow-up, delivery monitoring, and file closure. • Manage procurement activities for Hasakeh and Raqqa Offices and projects centers, including Tal Abyad operations, and provide procurement oversight and support to assigned operational locations. • Coordinate competitive procurement processes, including RFQs, ITBs, RFPs, bid openings, evaluations, and procurement committee documentation. • Conduct market assessments, supplier mapping, due diligence, supplier performance monitoring, and maintain updated supplier databases. • Ensure procurement activities comply with WVI policies, donor requirements, and Delegation of Authority. • Monitor procurement plans, lead times, delivery schedules, and procurement status, escalating risks and delays when required. • Coordinate with Finance and request departments to ensure timely processing, complete documentation, and audit-ready procurement files. • Provide guidance to requesting units on procurement planning, specifications development, market conditions, and compliance requirements. • Review partner procurement policies and procurement packages (tender documents, bid evaluations, supporting records) for partner-implemented projects, and ensure partners submit complete procurement documentation to the WVSR SCM team for review and approval in a timely manner. • Participate in project kick-off meetings and bi-weekly coordination meetings with partners to review procurement updates and address challenges. Logistics Management 20% • Oversee fleet operations, vehicle rentals, maintenance coordination, documentation, utilization monitoring, and compliance with fleet policies. • Supervise asset management activities including asset registration, assignment, tracking, physical verification, maintenance, transfers, and disposal processes. • Maintain an asset list for each WVI-funded project and verify that partner-held assets are documented, reported, and managed according to WVI and donor requirements. • Coordinate shipments and delivery of supplies to field sites, including clearance documentation, shipment tracking, and delivery follow-up when required. • Manage storage, stock levels, and distribution of materials and office supplies, conduct regular stock takes, and submit a monthly inventory balance report to the line manager and the Supply Chain Manager. • Ensure logistical records and supporting documentation are maintained accurately and securely. • Identify and escalate logistics, fleet, or asset-related risks and compliance concerns. People Management & Coordination 10% • Supervise assigned support staff including supply chain assistant, cleaners and guards, and oversee day-to-day workload allocation and operational coverage. • Monitor performance, provide coaching, and contribute to performance management processes. • Assess training needs and provide on-the-job training and guidance to supervised staff and requesting units on PR/BoQ preparation, procurement procedures, and the Provision system. • Liaise with partner NGOs to support Organizational Capacity Assessment (OCA) and Organizational Capacity Development (OCB), and guide partners on WVI supply chain policies and procedures. • Promote compliance with safeguarding and organizational policies. • Maintain effective coordination with Programme, Finance, P&C, IT, and Supply Chain teams. • Support the implementation of internal controls and ensure segregation of duties within procurement and operational processes. • Escalate compliance, fraud, conflict of interest, safeguarding, or operational risks as required. • Maintain dual reporting: update the line manager on daily operations and the Supply Chain Manager on technical SCM matters, and submit monthly reports summarizing procurement progress, inventory status, key issues, and next steps. Knowledge/Qualifications for the Role. • Required Professional Experience • 4 years' experience in administration and supply chain management responsible role • Required Education, training, license, registration, and certification: • Bachelor Degree (preferable in Business Administration or relevant field of studies) • Preferred Knowledge and Qualifications • Personal Management including initiative, self-motivation and direction • Ability to set priorities and undertake new tasks quickly • Ability to interpret and explain complex formal documents and systems and assist others to apply them • Strong management skills including attention to details. • Advanced Computer skills (Word, Excel, Access, Outlook) • Experience with procurement or ERP systems; knowledge of the Provision system is an asset • Strong communication and negotiation skills & Good market knowledge • Knowledge of local Customs and Tax regulations • Strong Analytical skills • Travel and/or Work Environment Requirement • When required between Hasakeh, Raqqa and Tal Abyad • Position requires willingness and ability to continue to function during a crisis situation, including during a World Vision response to a manmade or natural disaster. • Physical Requirements • Office based with field visits when needed • Language Requirements • Arabic fluent • Good English communication s