Ended Logistics and Procurement Assistant

The Job

Job Title: Logistics and Procurement Assistant

Classification Level Organizational Unit / Duty Station (Department / Zone Office / Delegation..... etc): IFRC Country Office for Yemen

Immediate Supervisor’s Title: Logistics and Procurement Officer

Second line manager: Head of Country of Office for Yemen

Number of Direct Reports (if applicable): N/A

Number of Indirect Reports (if applicable): N/A

Organizational context (where the job is located in the Organization)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, providing assistance without discrimination as to nationality, race, religious beliefs, class or political opinions. The IFRC comprises 190 member Red Cross and Red Crescent National Societies, a secretariat in Geneva and more than 60 delegations strategically located to support activities around the world. The IFRC carries out relief operations to assist victims of disasters and crisis, and combines this with development work to strengthen the capacities of its member National Societies (NS). The IFRC Yemen country office is located in the Yemen Red Crescent Society (YRCS) HQ (Sana’a). The mission of the IFRC Country Office in Yemen is to strengthen the capacity of YRCS, and enable it to sustain delivery of effective quality services and programmes in a wide range of areas, in strong coordination with Movement Partners.

Job purpose

The Logistics and Procurement Assistant reports administratively to the Logistics and Procurement Officer. The Logistics and Procurement Assistant is an integral member of the IFRC Yemen country team and provides support to IFRC Yemen and Yemen Red Crescent Society (YRCS) through Procurement and Logistics Officer in respect of following distinct areas:

  1. Logistics and procurement Including warehouse and fleet management;
  2. Capacity Development in respect of logistics and procurement.

The assistant will be based in Sana’a and he/she will travel to YRCS branches within Yemen to provide support as and when needed.

Job duties and responsibilities

Assist Procurement and Logistics Officer undertake the Logistics & Procurement tasks:

  • Assist Procurement and Logistics Officer to ensure efficient and effective delivery of logistics, procurement, and administration services.
  • Support in improving filling system
  • Support in conducting Market Search & Survey to identify availability of suppliers and competitive market
  • Support and maintain a well-functioning IFRC logistics and procurement operation in Yemen.
  • Support and follow-up procurement processes with (international and local) suppliers; and document the procurements accordingly.
  • Update tracking record of the procurement items/materials and transportation of the same.
  • Support the timely transport of relief goods to the respective branches in coordination with the YRCS.
  • Support local procurement processes for IFRC in close coordination with YRCS in Yemen.
  • Ensure proper maintenance and services of equipment, vehicles, guest houses, warehouses and other essential installation.
  • Maintain proper record of drivers’ performance, fuel consumption and report monthly vehicles use.
  • Maintain records of all procurements related documents and keep an inventory and post in appropriate locations and update regularly.
  • Maintain records of all outstanding purchase orders with external vendors, and arrange transportation and forwarding services for all orders to ensure delivery on schedule.
  • Maintain records of IFRC stock at YRCS warehouses and reporting on stock levels to the IFRC Head of Country Office and IFRC MENA Logistic Delegate.
  • Prepare reports on personnel and material movement and ensure that reporting requirements are fulfilled in an accurate and timely manner.
  • Ensure compliance with IFRC and RCRC Movement logistics standards and regulations.
  • Support Procurement and Logistics Officer to develop and update the logistics and procurement guidelines and also support NS to develop relevant essential guidelines.
  • Assist Procurement and Logistics Officer (P&LO) to develop warehouse and fleet management guidelines.
  • Support in updating and management of Suppliers Data Base

Capacity Development:

  • Assist P&LO to identify procurement and logistics capacity development needs and subsequently suggest, design and assist IFRC in building the logistics and procurement capacity of YRCS, where applicable.
  • Initiate management of relevant training and support P& LO to conduct training to build capacity of YRCS staff and volunteers on logistics and procurement.
  • Visit YRCS branches to supervise and provide on-site support for procurement and logistics capacity development and, support Supervisor to orient the IFRC Country Teams as appropriate.

General:

  • Assist in ensure compliance with IFRC procedures (SOPs) and procurement guidelines.
  • Stay abreast of new IFRC and/or partner procurement guidelines and inform the IFRC Country Teams accordingly.
  • Participate in relevant internal IFRC meetings, development forums, workshops, courses or external meetings, 
  • Take acting responsibility when P&LO is absent 
  • Provide backup for other IFRC staff, as required.
  • Perform any other tasks assigned by the IFRC Head of Country Office

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals.

2.Abide by and work in accordance with the Red Cross and Red Crescent principles.

3. Perform any other work related duties and responsibilities that may be assigned by the line manager.

Position Requirements

General

Essential

Desirable

  • In good mental & physical health.

X

 

Education

Essential

Desirable

  • University Degree in Business Administration or Logistics relevant major.

X

 

Experience

Essential

Desirable

  • 3 years of relevant professional experience in administration/procurement or logistics.

X

 

  • Experience in dealing with suppliers and procurement.

X

 

  • Full driving license and willingness to drive independently.

X

 

  • Experience in working in a multicultural environment.

 

X

  • Experience in working for a humanitarian organization, especially the RCRC Movement.

 

X

Knowledge and Skills

Essential

Desirable

  • Strong communication skills.

X

 

  • Strong sense of ownership and able to see through the completion of task assigned.

X

 

  • Teamwork: Commitment to the International RCRC Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times.

X

 

  • Analysis, advice, establishment and enforcement of sound procurement practices and controls.

X

 

  • Ability to support the team and also impart technical knowledge and skills at various levels.

 

X

Languages

Essential

Desirable

  • Fluency in Arabic and English (spoken and written) languages

X

 

  • Essential command in Microsoft office, especially Excel, spreadsheets and database

x

 

Competencies (to be filled in by HR)

  • Able to work in a team as the team member.
  • Resourceful and capable to research and source information.
  • Flexible and adaptable to changing working conditions.
  • High degree of integrity, proactivity and discretion in personal conduct.
  • Self-motivated, proactive, with good judgement and initiative.
  • Able to prioritize tasks, work under pressure, and meet deadlines.
  • Communication, coordination, networking and facilitation skills.
  • Conversant with and willing to work in volatile environments
  • Able to cope with a working environment that could occasionally be stressful due to e.g. fluctuating workloads, unplanned tasks, and personal insecurity.           
How to Apply

For those who are interested in the above-mentioned position, kindly submit your CV with the cover letter to the HR personnel: hr.mena@ifrc.org    

Make sure to put the title of the vacancy you are applying to as the subject of your email, otherwise your application will NOT be considered.

Only shortlisted candidates will be contacted within 2 weeks after the ad is closed.

Deadline for submission of proposals and CVs is 30th July 2019 at 02:00 PM (local time)

  • Employer: IFRC
  • Category: Logistics
  • Location: Sana'a
  • Posted on: 16 July 2019
  • Deadline: 30 July 2019

TOP