Terms of Reference
 
Division               : Supply Chain and Procurement.
Location               : Sana’a.
Reports to           : Supply Chain & Procurement Manager.

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, and goes the extra mile to engage in other contexts where its competencies will add value. The organization promotes durable solutions for conflict-affected populations and helps to restore services, education, economic, wellbeing and health.

 Scope:
 
The Procurement Specialist is responsible for facilitating procurement activities of the project and will be responsible for managing the procurement of and payment for items required for the implementation of the association’s programs, as well as correspondence with suppliers taking into consideration compliance with internal policies as well as maintaining good relationships with different stakeholders.
 
Duties:

• Initiate Invitations to Bids and collect quotations from suppliers as necessary.
• Coordinate and liaise with all YFCA departments in HQ and in field to ensure the timely delivery of goods and services for the activities.
• Conducts sourcing on a per need basis.
• Provide advice on contracts renewal/cancellation or extension of suppliers/contractors etc.
• Ensure all procurement activities are fully and transparently documented through payment requests and purchase orders.
• Ensure that all procurements are managed, tracked and recorded.
• Identify, and suggest items that should be part of a pre-approved tender process, and ensure that open and free competition for procurement's is adhered too.
• Implement proper monitoring and control processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with YFCA and Donor’s Procurement Manual.
• Ensure that technical and financial evaluations are done properly according to YFCA procedures.
• Ensure full compliance of procurement /contracting activities within YFCA rules, regulations, policies, and strategies.
• Organize and maintain computerized records containing vendor and bid information.
• Ensure proper filing Management system related to all Procurement processes.
• Follow up with the finance team section and vendors, as needed.
• Coordinate the Procurement Committee activities.
• Ensure compliance with YFCA’s and/or donor’s policies and procedures. 
• Due to the nature of the programs and project’s activities, the abovementioned tasks are indicative only and are subject to change. Other and additional tasks may be delegated to meet programmatic objectives.
• Other duties as assigned by the Procurement & Contracting Officer.

Qualifications, Experience, and Skills:

• Bachelor’s degree in business administration or related subject.
• At least four (4) years of experience in contract administration, contract negotiations, project management, and/or program planning in a National or International NGO.
• Very good knowledge of Microsoft Office applications (particularly Word, Excel and PowerPoint).
• Interpersonal skills to establish and maintain effective working relationships.
• Customer-oriented, business-like manner.
• Fluent English, writing and speaking.
• Problem solving skills.
• Ability to work independently and take initiative.
• Attention to detail and high level of accuracy.
• Knowledge of automated procurement management systems is a plus.
• Ability to conduct extensive research on products and suppliers with specialized knowledge of materials for specific project usage.

How to Apply:

Interested candidates are invited to submit their updated CVs hr@yfca.org, by June 17, 2023 at the latest, mentioning the job title and the name of the city you are applying for in the subject line. Emails without such indication will not be considered. 

​Only shortlisted candidates will be contacted.