Terms of Reference

Division               : Supply Chain and Procurement.

Location               : Sana’a.

Reports to           : Procurement and Logistics Specialist / Project Manager.

Job Purpose:

The Logistics Assistant will provide efficient and effective support in supply chain 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.

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 Procurement and Logistics Specialist 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.
• Plan and manage logistics, supply 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.
• Liaises directly with the staff to identify the project needs and manages response and prioritization of requests
• Manage the fleet management function, ensuring that the operation complies with the relevant local regulations governing transport and YFCA standards and procedures.
• Asset & equipment inventory management
• 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.
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.

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.

Qualifications, Skills and Competencies:

• A Bachelor Degree in logistics, Administration, business 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 19 Aug 2024 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.