Terms of Reference
 
Division               : Supply Chain & Procurement.
Location               : Marib.
Reports to           : Logistics Officer.

Organization & Background:

A humanitarian, independent, non-profit, non-governmental organization that works across Yemen. The organization provides direct assistance for conflict-affected populations, IDPs, host communities and vulnerable groups in the conflict areas. The organization, in partnership with international agencies, takes action during crisis situations in order to alleviate the sufferings of the most vulnerable groups. The organization promotes durable solutions for conflict-affected populations and helps to restore services, education, economic, wellbeing and health.

Job Purpose:

The Logistic Assistant will help to prepare specifications, tender documents, and requests for offers for supply of goods and services to meet the project’s objectives. He/she will be responsible for building and controlling the YFCA’s database of contractors and suppliers. In addition, he/she will be responsible of preparing all needed documents and reports on daily, weekly, monthly basis.

Key Responsibilities:

• Coordinate activities related procurement and local purchasing.
• Liaises directly with the staff to identify the project needs and manages response and prioritization of requests.
• Monitor on a day-to-day basis the implementation of logistics activities in the project (construction, transport, communications, water and sanitation, vehicles and engines, equipment/installation, infrastructures, etc.) ensuring compliance with YFCA standards, procedures.
• Plan movements and organize transport of goods and staff, and ensures movement monitoring
• Implement all administrative related activities linked to logistics (orders, insurances, vehicle contracts, etc.)
• Monitor consumption of mechanical and electrical vehicles/machines/devices and ensure adequate stocks of respective lubricants.
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.

Reporting:

• Ensure visibility of the logistics function and activities, by collating and disseminating Logistics reports.
• Anticipate and coordinate requirements for institutional donor reporting.

• In collaboration with the program/project manager, design an appropriate supply structure, in line with YFCA standards and procedures.
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programs/projects
• Periodically review the effectiveness and quality of the supply and logistics process. 

Procurement:

• Plan, organize and co-ordinate all procurement activities, in line with YFCA standards and procedures and donor requirements, including but not limited to establishing a supplier data base and framework agreements.
• Provide advice & information to other departments on the commercial requirements of international trade.

• Supervise, manage and coordinate all warehouse and distribution related activities.
• Ensure timely reporting on material usage and stock level status, and coordinate periodic reviews of minimum stock with project managers.

Fleet management:

• Manage the fleet management function, ensuring that the operation complies with the relevant local regulations governing transport and Oxfam standards and procedures.
• Use fleet management systems to monitor costs and performance and prepare management reports.
• Asset & equipment inventory management
• Manage and coordinate the planning, management, maintenance, and disposal of assets and inventory, in line with Oxfam standards and procedures, and donor requirements.

Communication and Security:

• Manages delegated security related activities.
• Leads on security related staff evacuation plans and required hibernation stocks for country program.
• Works closely with the security focal point in managing fleet and people movement all the times, ensuring that required communications systems put in place.

Qualifications, Skills and Competencies:

• A Degree in logistics, Administration, procurement and purchasing or relevant qualification.
• 1-2 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 16 May 2023 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.