Supply Chain Assistant-Homs

Job Title: Supply Chain Assistant.

Job Location: Homs Office (with travel to UITYD offices throughout Syria if needed)

Reports to: Country Supply Chain Manager.

Job Style: Full-time

JOB SUMMARY

The Supply Chain Assistant plays a vital role in supporting the daily execution of key supply chain functions, including procurement, fleet movement, and asset management. Acting as a central logistical focal point between the Supply Chain department and program teams, the Assistant ensures smooth internal communication, efficient workflows, and strict adherence to organizational policies. This role entails assisting in the RFQ cycle, managing daily data entry, and maintaining highly organized archives. Ultimately, the Supply Chain Assistant provides essential administrative and operational support to facilitate the timely, safe, and compliant delivery of goods, services, and medical supplies across all supported locations.

MAIN DUTIES AND RESPONSIBILITIES

1.          Procurement Support

v Request Handling: Receive, log, and track incoming Purchase Requests (PRs) from various departments.

v Sourcing & Quotations: Assist in distributing Requests for Quotation (RFQs) to suppliers and collecting bids from the local market under the supervision of the Supply Chain Sr. Officer.

v Documentation & Archiving: Prepare initial drafts of Purchase Orders (POs) and Payment Requests. Ensure all procurement files are properly scanned, physically archived, and completely documented for audit readiness.

v Data Entry: Update procurement tracking sheets and databases (using Excel or organizational tools) on a daily basis.

2.          Asset Management

v Tagging & Registration: Receive newly purchased assets, apply organizational identification tags, and register them immediately in the central Asset Register.

v Record Keeping: Prepare and file "Asset Handover" and "Asset Return" forms when assigning equipment to staff or medical facilities.

v Verification Support: Assist the logistics team in conducting physical asset counts and periodic inventory verifications across offices.

v Maintenance Tracking: Keep a log of assets requiring repair or maintenance and follow up on their status.

3.          Fleet Operations Support

v Logbook Management: Collect daily vehicle logbooks from drivers, ensuring they are correctly filled out, signed, and submitted on time.

v Data Tracking: Input mileage, fuel consumption, and routine maintenance data into tracking dashboards to help monitor fleet efficiency.

v Movement Coordination: Receive daily movement requests from program teams and assist in scheduling vehicle routes to ensure safe and timely transportation of staff and medical supplies.

v Vehicle Documentation: Maintain updated copies of all vehicle-related documents, including rental agreements, liability waivers, and maintenance records.

4.          Coordination & Focal Point Duties

v Internal Communication: Act as the first point of contact for program staff submitting logistical or procurement requests, routing them to the appropriate unit within the Supply Chain department.

v Follow-up: Track the progress of ongoing PRs and shipments, providing routine status updates to the requested units.

v Administrative Support: Follow up on pending signatures for procurement, fleet, and payment documents across different departments to ensure workflow continuity.

v Any other tasks assigned by the line manager.

QUALIFICATIONS AND SKILLS

1. Education:

At least an institute certificate or bachelor’s degree in the health sector, Business Administration, or a related field.

1. Experience:
2. • Minimum of 2 years in procurement and logistics within the humanitarian sector.
   • Experience with the health sector is highly desirable.
3. Skills:
4. • Proficiency in inventory management systems.
   • Strong analytical, organizational, and communication skills.
   • Ability to work under pressure and in conflict-affected settings.

Preferred Attributes

• Knowledge of humanitarian supply chain standards and local market conditions in Syria.
• Fluency in Arabic and intermediate level in English.
• Good skills in Microsoft Office applications like Outlook, Excel, and Word.
• Demonstrated commitment to humanitarian principles and values.

ABOUT UITYD

UITYD is a local medical non-profit organization Co-funded by Med Global and multiple donors; it registered in Turkey in the year 2020, working on the front lines of crisis relief in Syria and Turkey to alleviate suffering and save lives, It provides health services and rebuilding healthcare to people in need and supports doctors and medical professionals by provides professional and educational pieces of training to physicians, and delivers medicine and medical supplies to hospitals and vulnerable families, including refugees and displaced persons, in disaster and underserved regions and offers assistance to people based on need, irrespective of race, religion, gender, or political affiliation, UITYD is composed of medical and public health volunteers of diverse backgrounds.

CODE OF CONDUCT

UITYD Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to UITYD employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

2.      Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.

3.      Provide a positive and valued experience for those receiving service within and outside UITYD.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to UITYD, which recognizes its responsibility to protect children from harm in all areas of its work. UITYD is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE, AND HARASSMENT POLICY

UITYD provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. UITYD employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.

Note :

1.     Due to urgent hiring needs, we may begin conducting interviews while the job posting is still active.

2.     We strongly encourage women to apply for this role