Terms of Reference

Division: Supply Chain and Procurement.
Location: Hadramout.
Reports to: Logistics Officer/ 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, 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, economy, wellbeing and health.

Role Purpose:

Field Logistics and Admin Assistant will provide efficient and effective support in logistics operations for field activities, ensuring the smooth implementation of projects and programs. The primary focus is on facilitating the timely and accurate transportation, documentation, storage, and distribution of goods, equipment, and supplies in the field. The Field Logistics Assistant aims to contribute to the overall success of field operations by ensuring that logistical requirements are met, resources are managed effectively, and administrative processes are executed efficiently.
In addition, he/she will be responsible of preparing all needed documents and reports on daily, weekly, and monthly basis. Besides, he/she will be responsible for all administration work.
 
Key Responsibilities:

• Assist in coordinating the transportation of, equipment, and supplies to and from field locations.
• Arrange and monitor the delivery of goods and services, ensuring timely and efficient logistics support.
• Collaborate with the Logistics Officer to identify logistical challenges and propose solutions for process improvement.
• Obtain the required documentation related to logistics operations, ensuring compliance with organizational and regulatory requirements.
• Maintain accurate inventory records of equipment, supplies, and assets in the field.
• Organize and manage the storage and distribution of materials and supplies in the field.
• Support the implementation of safety and security protocols related to logistics operations.
• Assist in fleet management, including vehicle maintenance, fuel management, and tracking.
• Coordinate activities related to procurement and local purchasing for a health project.
• Plan and manage logistics, Medicines’ warehouse, transportation and customer services.
• Organize 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 the movement of goods through logistic pathways.
• Work with other departments to incorporate logistics with the organization's procedures and operations.
• Support in the implementation of safety and security protocols related to logistics operations.
• Assist in administrative tasks, such as filing, record-keeping, and document management.
• Other duties assigned by the supervisor.

Admin Responsibilities:

• Take overall responsibility for the management of office and admin support project staff in accordance with the organization's policy and procedures.
• Draft outgoing letters and correspondences and ensure official letters are handled appropriately according to the organization's 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 ordered on time which involves raising purchasing requests.
• 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, taking minutes, drafting letters, and translating of English or Arabic documents etc.
• To report all administration activities to the line manager.
• Other duties as assigned by the supervisor to enable and develop the overall success of the project.
• Provide general administrative support to the field office, including filing, record-keeping, and document management.

 Organizational Competencies:

• Demonstrates integrity by modelling the organization’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of the organization.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favouritism.
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment. 

Professionalism:

• Knowledge of the use of information management.
• Demonstrated problem solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks.
• Ability to work under stress to meet deadlines.
• Positive attitude with a mind-set to deliver development services in a professional manner.

  Communication and Computer Skills:

• Excellent interpersonal communication skills.
• Excellent skills in report writing.
• Good computer skills.

Teamwork:

• Acting as a team player and facilitating teamwork.
• Self-development and initiative taker.
• Managing conflict.

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office.
• Actively works towards continuing personal learning.

Safeguarding:

• Read, understand, and adhere to the organization’s Safeguarding Policy, sign the organization’s Code of Conduct and strive to promote a zero-tolerance approach to discrimination, harassment, and abuse in all working environments.
• Report any concerns about the well-being of a child or vulnerable person and report any concerns about the behavior of the organization’s representative in relation to safeguarding.

Qualifications, Experience, & Skills:

• Bachelor's degree in a related field.
• 2+ years of relevant work experience.
• Work experience in WASH, FSL 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 20 Sep 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.