Admin & Logistics Officer
Terms of Reference
 
Reports to      : Head of Logistics/ Project Manager.
Division          : Operations.
Location         : Sana’a.

Organization & Background:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever-changing needs of affected communities and vulnerable groups.

Key Responsibilities:

• Prepare contracts for the technical consultants for the project.
• Receive and follow up the paper procedures and report if papers are missing.
• Coordinate for the monthly meetings and keep record of the minutes of meetings.
• Print and archive all paper work and file them regularly.
• Follow up the procurement procedures of the project.
• Coordinate travel procedures for the team.
• Ensures that all the premises are in technical good condition;
• In link with Head of Logistics, ensure a proper follow-up of lease agreement (contract renewal, payments and other details);
• Ensure to update and complete CFU (Contract follow up)
• Ensure to send monthly CFU to line manager, Logistics coordination team
• Prepare and follow the payments of running-costs;
• Identify and follow-up maintenance needs (implementation, payments);
• Provide support to identify the needs of training.
• Act as a focal point with HR for the Cleaners (collect and solve needs or issues);
• Ensure all the fixtures and necessary arrangements are done for all the premises;
• Ensure a proper follow up of all generators (log books, maintenance, diesel consumption, working hours).
• programmer team for validation and inclusion.
• Communicate with budget holders and requesters on approvals and clarifications on their Request Orders.
• Convert Supply Plans into Procurement Schedules.
• Communicates with suppliers on clarifications needed.
• Ensure that records/files of all purchases are documented with relevant information
• Ensure that order tracking and purchase database are maintained and communicated on a weekly basis.
• Coordinate all reporting and information dissemination and ensure respective staff maintain proper maintain filing system on purchases.
• Provide procurement assistance to requesters, YFCA users, program team, support team and field offices.
• Maintain contacts and good relationship with suppliers and local repair/maintenance shops, and to conduct comparisons (price, quality of service etc.) among them, in order to get the best deals.
• Closely monitors the performance of vehicles across YFCA and communicates gaps with line manager, overview manager and field logicians.
• Refuels vehicles on a weekly and monthly basis.
• Monitors the proper use of log books by drivers and authorized drivers on a weekly basis, and provides feedback to line manager and drivers.
• Prepares a cut-off date for each vehicle log book on a monthly basis, and detaches log books for review, compilation of the monthly vehicle report and safe documentation.
• Compiles vehicle and generator running costs.
• Supervises and plans vehicle allocation in order to optimally serve the needs of the program.
• Prepares/processes supplier payments which include but are not limited to taxi payments, rented vehicle payments, spare part procurement payments, insurance payments, vehicle maintenance payments and the like, in a timely, well organized and effective manner.
• Organize logistics processes, including communications and transport, as well as the related administrative procedures, for YFCA operations in line with YFCA policies and procedures.
• Provide regular supervision of supported clinics including data collection/records of beneficiaries and program activities, as well as timely implementation and reaching targets according to program objectives;
• Organize and conduct joint multifunctional team monitoring visits;
• Maintain program files.
• Establish and maintain good contacts with vehicle rental service providers, taxi service providers, insurance companies, vehicle maintenance garages, suppliers of spare parts, fuel suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
• Reports monthly on all vehicle, communications, incident reports, and related logistics activities to the line manager and/or the overview manager.
• Any other duties related to management of premises requested by line manager.

Fleet Management:

• Ensure the respect of YFCA procedures concerning the fleet management (Log book, maintenance, regular check, security, correct use of the vehicle, validation of new vehicles…);
• Ensure the respect of YFCA Procedures for all the equipment assigned to Vehicles / Drivers;
• Responsible for the Fleet Management Database and keep updating the information related to vehicles and movements;
• Ensure that all documentation is available in each vehicle.
• Collect and ensure the reconciliation of all documents (logbook, follow up of maintenances, …)
• Responsible for the Data base updating.

Supervise and manage the Drivers team:

• Contract negotiation, creation and follow up.
• In link with security team, ensure the training/ briefing of the drivers on a regular basis in order to organize regular meeting to remind the security rules.
• Ensure the respect of YFCA internal rules as well as area traffic regulation
• Ensure the respect to the fleet management procedures and policies
• Establish a weekly/monthly planning for duty drivers
• Ensure, with the support of the Manager, to maintain a good relationship between the drivers and others departments
• Act as focal point for the driver’s requests.

Movement Management:
Base Movement:

• Act as focal point for movements requests.
• Work closely with tracking team and security team.
• Responsible of the consolidation of the movements plan and keep update the movements table.
• Communicate to all departments the weekly movement table.
• Ensure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.

Inter-bases movement:

• Work closely with tracking team and security team.
• Coordinate closely with coordination team for inter-bases movements.
• Work closely with Logistics Assistants from other bases to organize inter-bases movements.
• Responsible of the consolidation of the movements plan and keep update the movements table.
• Communicate to all departments the weekly movement table.
• Assure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.
• Equipment Management.
• Ensure regular follow-up for inventory, furniture;
• Prepare and update lending certificate each time it’s necessary;
• Ensure proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
• Ensure the safety and security of the equipment in stock.

Supply Chain Management:

• Stock Management
• Ensure a good management of the stock, stationeries and welfare. (Reception of the local freight at office, Check-up and classification of all delivery notes…etc.).
• Make sure the storage management documents are compliant with YFCA procedures (when it is the case): Bin cards, stock items request, stock cards, Delivery Notes.
• Ensure reconciliation is done weekly and sent to coordination.
• Compile the weekly inventories from Hodeida base, sub base and HFs.
• Works in collaboration with Projects regarding stock movements and stock follow up and documentation.
• Manage Hodeida stock and make sure that all documents are present and well filled and filed.
• Ensure that the warehouse is clean and well organized as well as the different stocks in the different HFs.
• Ensure to select the proper vehicle according to volume and vehicle condition in link with supply.
• Ensure to select appropriate and good number of daily workers according to the activity in link with supply.
• Work closely with Projects to provide weekly updated reconciliation tools.

HR

• The role acts as the base HR focal point person, liaising with HQ HR in relation to;
• Ensuring all HR policies, standards and procedures are correctly adhered to at base level.
• Ensuring the proper tracking of HR processes (e.g., leaves, inductions, performance appraisals etc.) and ensuring the relevant paperwork is forwarded to HQ HR in a timely manner.
• Ensuring the attendance register is properly kept up to date and available at all times.
• Ensuring payroll input data from the field is relayed to HR in HQ in a timely manner.
• Liaising and supporting with HQ HR on staff movements, and ensuring staff accommodation is booked on time.
• Participating in any other HR related activities as assigned by HQ HR.

 
Treasury:

• Is the focal person on cash-flow issues,
• Pays advances, records them in an advance ledger and clears them,
• Regularly checks the cashbox balances against the cash ledger and the advances ledger,
• Coordination and reporting.
• Prepare and update Action Plan / Reporting on a monthly basis;
• Participate actively to meeting (weekly meeting, bi weekly support meeting …);
• Provide any additional support upon request of Line Manager;
• Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Qualifications, Skills and Competencies:

• A Degree in logistics, Administration, procurement and purchasing or relevant qualification.
• 1-3 years’ work experience in a similar field and preferred with INGOs is essential.
• Good written and spoken English.
• Excellent skills in purchasing techniques within the context of this position.
• Good computer skills: Excel, Word, the purchasing system.
• Attention to details.
• Initiative and ability to follow up on issues.
• Good reporting and communication skills.
• experience in working with NGOs is preferred.
• Ability to work well in unstable and frequently changing security environments.
• Punctuality and respect for applicable rules and procedures.
• Independence, i.e., conducting tasks with minimal supervision, and stress resilience.
• Self-motivation, goal/result-orientation and team work.
• Flexibility, tolerance and maturity.

HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 14 Oct 2021 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
 
Only shortlisted candidates will be contacted.