Terms of Reference
 
Division               : Programs.
Location              : Hadramout.
Reports to           : Project 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 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:
 
Field Logistics and Admin Assistant will help to prepare specifications, tender documents, and requests for offers for supply of goods and services related to health project. He/she will be responsible for building and controlling the project’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. Besides, he/she will be the responsible of all administration work.
 
RESPONSIBILITIES:
 
Key Responsibilities:

• Coordinate activities related procurement and local purchasing for a health project.
• Plan and manage logistics, Medicines’ warehouse, transportation and customer services.
• Organise transportation activities, including storage of goods, managing information accrued from point of origin to delivery, orchestrating transportation movements, and arranging for services as necessary.
• Coordinate and track movement of goods through logistic pathways.
• Take care of locally purchased items and project materials from customs, process labour office clearances, procure local and international purchases, track assets, contact insurance companies regarding insurance for office assets, renew vehicles’ licenses, arrange for vehicle maintenance, and monitor vehicle use.
• Organize and arrange meetings with different government representatives, other NGO representatives, and other program members.
• Supervise, coach and train warehouse workforce.
• Work with other departments to incorporate logistics with the organization procedures and operations.
• Other duties assigned by the supervisor.

 
Admin Responsibilities:
 

• Take overall responsibility in management of office and admin support project’s staff in accordance to the organization policy and procedures.
• Draft outgoing letters and correspondences and ensure official letters are handled appropriately according to the organization administrative policies and procedures.
• Maintain an appropriate filing, retrieval and archiving system for the office administration section in correspondence.
• Ensure that the office stationery and office supplies are order on time that involves raising purchasing requests.
• Applying, supervising and monitoring aspects of the HR and administration activities .
• Be responsible on all lease agreement and service contracts and liaise with finance to ensure timely payment of utilities, lease agreements, telephone bills, casual labors, hotel invoices, travel agency invoices, etc.
• Be responsible of the project’s staff domestic travels including transport and accommodations that will involve maintain proper documentation and doing the relevant payment reconciliation.
• Ensure office reception is well managed, organized and attended to, at all times, receiving guests, directing them, as well as receiving and dispatching calls (i.e. seating, visibility, notice board, tidiness, etc.).
• Provide secretarial support such as typing, takings minutes, drafting letters, and translation of English or Arabic documents etc.
• To report all administration activities in weekly/ monthly basis to the line manager.

 
Finance Responsibilities:
 

• Ensure that approval is obtained for all expenses, review and verify for appropriate signatures.
• Maintain custody of the project cash fund and make daily payments of the approved transactions.
• Prepare cash & bank payment Vouchers and ensure that all cash &bank transactions are property documented.
• Ensure all cash is reconciled on a weekly basis, reporting any over/under to the Finance Officer.
• Prepare photocopies of Vouchers and other supporting documents as required for the monthly reporting package to the main office.
• Assist in providing necessary documents for adjustments and audit / Donor’s Verification purpose.
• Assure that all grants policies are adhered to in the charging of cost.
• File all payment Vouchers appropriately and chronologically.
• Perform other duties as and when required by Supervisor.

 
Qualifications, Skills and Competencies:
 

• University certificate/diploma or similar qualification from a recognized establishment or equivalent experiences.
• 2+ years of relevant work experience.
• Work experience in WASH and Health projects is preferable.
• Previous experience working for an NGO.
• Strong organizational and communication skills, with the ability to effectively present information and respond appropriately to questions from senior managers in the field.
• Ability and willingness to travel to project sites as needed.
• Strong English and Arabic skills, written and spoken.
• Ability to write reports in English is required.

HOW TO APPLY:

Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 05 Sep 2022 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.