Terms of Reference
 
Division          : Supply Chain and Procurement.
Location         : Sana'a.
Reports to      : Logistics Specialist / Logistics Officer.

Organization & Background:
YFCA is a leading, Humanitarian, non-governmental, non-profit, non-denominational, and impartial Organization established in 1976 to improve women's and children's health.  Dramatic changes in the 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.
 
Role Purpose:
Field Admin and Logistics 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 for preparing all needed documents and reports on a daily, weekly, and monthly basis. Besides, he/she will be responsible for all administration work.
 
Key Responsibilities:

• Assist in coordinating the transportation, 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 documentation related to logistics operations, ensuring compliance with organizational and regulatory requirements in coordination with field offices.
• 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.
• Assist in fleet management.
• Coordinate activities related to procurement and local purchasing.
• Organize transportation activities, including storing goods, managing information accrued from point of origin to delivery, orchestrating transportation movements, and arranging 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 implementing 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 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 modeling 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 favoritism.
• 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 mindset to deliver development services in a professional manner.

Teamwork:

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

 
Qualifications, Experience, and Skills:

• A bachelor's Degree in Administration, or relevant qualification.
• 1-2 years of work experience in a similar field and preferred with INGOs is essential.
• Good written and spoken English.
• Excellent skills in coordination within the context of this position.
• Good computer skills: Excel, Word, the purchasing system.
• Attention to detail.
• Initiative and ability to follow up on issues.
• Good reporting and communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• 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 teamwork.
• Flexibility, tolerance, and maturity.
• 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 behaviour of the organization’s representative in relation to safeguarding.

How to apply:
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 18 Mar 2024 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
 
**Only short-listed candidates will be contacted.
We are an equal opportunity employer.
We have a zero tolerance to Sexual Exploitation and Abuse. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours.