The Role:

Oxfam Syria is looking for two Procurement Assistant applicants: one for Damascus- Country Office and one for Damascus- Southern Hub.

The geographical coverage for Country Office is Damascus with flexibility to cover and support other hubs.

The geographical coverage for Southern Hub is Damascus, Rural Damascus and Daraa.

Knowing that the selected candidates will be expected to spend 50% of their time in the field. Applicants should be flexible to travel, not only within their designated office location but also to other Oxfam offices as needed.

JOB PURPOSE: To secure a perfect procurement process in the country office and southern hub according to Oxfam policies and procedures and address the properly related reports. 

The Procurement Assistant supports the Senior Procurement Officer in ensuring efficient, transparent, and compliant procurement processes aligned with Oxfam’s policies, procedures, and ethical standards. The role involves administrative and operational tasks to ensure timely delivery of goods and services that enable effective program implementation.

Maintain good relationships with suppliers and other stakeholders by following Oxfam values.  

KEY RESPONSIBILITIES

Procurement Operations:

• Assist in the preparation of procurement plans, Purchase Requests (PRs), and Purchase Orders (POs) while ensuring compliance with Oxfam’s procurement guidelines.
• Collect and organize quotations from suppliers, ensuring completeness and accuracy in documentation.
• Maintain a tracker for all ongoing procurement activities to monitor status and deadlines.
• Coordinate with suppliers to ensure timely delivery of goods and services as per agreed terms.
• Conducting field visits to the markets upon request to support the procurement process.

Documentation and Compliance:

• Ensure proper filing and documentation of procurement processes, including supplier bids, evaluation sheets, and POs, following Oxfam’s standard operating procedures (SOPs).
• Verify that all procurement documents meet donor and audit requirements before submission.
• Support the Senior Procurement Officer in preparing waiver requests and justifications for single sourcing or exceptions.
• Support the Procurement team in preparing payments and archiving process.

Supplier Management:

• Assist in maintaining and updating the supplier database, including collecting, recording supplier registration documents, and vetting details.
• Communicate with suppliers regarding order confirmation, delivery schedules, and any necessary clarifications.

Reporting and Coordination:

• Compile and update weekly procurement reports for internal sharing with the Logistics and Program teams.
• Assist in preparing reports required by Oxfam HQ or external donors related to procurement activities.
• Coordinate with the Finance Department to ensure timely payments to suppliers.
• Produce and submit regular progress and analytical stock, assets, equipment inventory, orders, vehicles and fuel consumption, and travel status reports as and when required.
• Periodically assign report on Helios and inform management about the analysis of the results.

Capacity Building and Support:

• Support field offices by responding to basic procurement queries and providing guidance on Oxfam’s procurement processes.
• Participate in procurement training sessions to develop skills and awareness of Oxfam’s procurement policies and donor regulations

Other duties may be reasonably required in supporting the delivery of team objectives and outcomes.

What we are looking for: 

We’re looking for a candidate who cares about Oxfam's mission to end poverty and is personally aligned to our feminist principles and values of empowerment, accountability and inclusion in all you do.

An ideal candidate for the role will also be / have:

Essential:

• Self-Awareness
• Relationship building
• Humility
• Mutual accountability

In addition:

• Bachelor’s degree or High Secondary certificate in Logistics, Supply Chain Management, Business Administration, or a related field.
• Bachelor's degree holder with minimum of 2 years of experience in procurement, supply chain, or logistics roles and processes, etc or a related role within the sector (as Supply Chain Assistant, Procurement Assistant, Logistics and Fleet Assistant, Operations Assistant etc).
• or High secondary education with minimum 5 years of experience in procurement, supply chain, or logistics roles and processes, etc or a related role within the sector (as Supply Chain Assistant, Procurement Assistant, Logistics and Fleet Assistant, Operations Assistant etc).
• Demonstrated Experience in handling procurement requests and processes, supported by employer references or certifications.
• Proven experience in preparing and managing purchase orders, bid analysis sheets, and supplier contracts.
• experience in creating and maintaining procurement tracking systems.
• Understanding the context of Syria through Experience working with local suppliers, and other logistics partners in Syria.
• Experience in supplier selection, vendor negotiations, and vendor performance evaluation.
• Demonstrated ability to prepare and analyse financial quotes or cost comparisons (e.g., samples of financial work completed in past job roles).
• Experience in managing multiple procurement requests simultaneously within tight deadlines.
• Ability to work under pressure and respond to multiple procurement requests with tight deadlines
• Demonstrated ability to work effectively within a team environment
• Proficiency in English and Arabic written and spoken.
• Proficiency in using office software (e.g., MS Office Suite) and administrative tools.

Desirable

• Familiarity with procurement/compliance regulations from international donors (e.g., USAID, ECHO, GFFO, or UN).
• Experience working with international NGOs or humanitarian organizations is preferred.
• Awareness of anti-corruption and ethical procurement standards.
• Experience working with ERP or procurement software systems.
• Knowledge of import/export regulations, especially in conflict-affected regions.
•  

We offer:

We offer a competitive salary and a range of additional benefits to staff including flexible working options, generous pension scheme, annual leave, additional leave allowances, company sick pay, life assurance and a range of other benefits. 

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more. 

You can read more about all Oxfam has to offer here.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers 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.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.