Supply Officer

The Job

THE ORGANIZATION

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html

GLOBAL OBJECTIVE OF THE POSITION

Based in Mocha under the direct management of the Logistics Manager, organize and ensure an efficient logistical support in the base and check the follow up of all HI Supply Chain procedures (Procurement management, stock management, transport management) with the staff under your responsibility and supervise all related activities, by managing supply team

  • Be the focal point for all supply chain aspects in Mocha.
  • Be focal point of the supply between Aden and Mocha
  • Provide supply chain support and advice to project staff to ensure a smooth project implementation,
  • Refer to line manager for technical aspects related to the supply chain activities;
  • Ensure the harmonization and implementation of supply tools and process in the base
  • Support to logistics Manager on supply chain management
  • Supply Chain Management:
    • Procurement management
  • Logistics administration:
    • Logistics Budget and Finance Management Support and follow up
    • HR Management;
  • Security:
    • Ensure that HI security & safety rules are respecting on all aspects of supply chain management;

HIERARCHICAL RELATIONSHIPS

Line manager: Logistics Manager

Line manager+1: Field Coordinator

Supervision: Supply Assistant        

RESPONSIBILITIES AND TASKS DESCRIPTION

Ensure a good application of HI procurement procedures:

  • Carry out on a daily basis the administrative processes of logistics (edition of stock reporting tools, edition of purchases documents, procurement process documents, PFU, filing and administration…).
  • Maintain good communication lines within the Logistics team and different departments.
  • Report, Audit and Administer in collaboration with the logistics team.
  • Perform daily printing, scanning and auditing of files.
  • Edit a weekly activity report and forecast (Procurement and PFU).
  • Support all South Projects for all required procurement.
  • Be in linked and collaborate with sub base for all supply chain activities
  • Manage customs clearances for importation if required by Logistics Manager and logistics coordination office
  • Ensure the establishment and editing of framework contracts, monthly PSR, market assessment, prices catalogue creation, supplier list.

Management of purchases:

  • Ensure that the collected documents are compliant with HI procedures: supplier stamp, signature...etc.
  • Make sure HI procurement rules are respected Mocha base.
  • Manage high amount PSR in link with Supply Manager and Field logistics coordinator.
  • Ensure packing list and waybill for the items sent to HI projects are issued and properly used.
  • Assure PFU for Mocha Office (purchases follow-up) is updated on a daily basis.
  • Ensure to collect weekly all PFU from all bases and to work on reconciliation between them.
  • Manage and support bases on Contract and framework agreement follow-up for all bases and update it on a monthly basis.
  • Prepare the weekly treasury plan for all payments including the monthly, weekly...etc, under the supervision of the line manager and send request to Finance Department.
  • Update and communicate the Procurement plan for each delivery.
  • Assure that all purchase files are completed
  • Assure that all supply follow up documents are linked (CFU-PFU-EFU-SFU)
  • Support Log Manager on Procurement Plan
  • Report any difficulty/issue with supplier to line manager
  • Work on market assessment and provide a catalogue and detailed price list
  • Support Log Manager and logistics officer on Purchases for Mocha Base and Sub-base.

Management of the transport:

  • In link with Supply Assistant and Logistics Manager manage the transport of goods to/from Mocha warehouse.
  • In link with Supply Assistant ensure to select the proper vehicle according to volume and vehicle condition.
  • In link with Supply Assistant ensure to select appropriate and good number of daily workers according to the activity.
  • In link with Supply Assistant, Logistics Manager and Security Officer/manager ensure to have the proper documentation for transportation of goods (waybill, clearance letter, authorizations,…)
  • Support Logistics Manager on management of customs clearances.

COORDINATION & REPORTING

  • Prepare and update Action Plan / Reporting on a monthly basis;
  • Participate actively to meeting (weekly meeting, bi weekly support meeting …);
  • Provide any additional support upon request of Line Manager;

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

JOB CHARACTERISTICS / REQUIREMENTS:   

Qualification

  • University degree in logistics or supply Chain or similar field

Experience

  • 1-3 years work experience in a similar field with INGOs is essential

Skills and Competencies

  • Fluent in written and spoken English and Arabic mandatory
  • Strong interpersonal and intercultural skills
  • Strong communication, presentation and reporting skills
  • Strong organizational skills
  • Global knowledge on Humanitarian principles, protection mainstreaming, is desirable

Willingness and ability

  • Travel in and around Mocha and other governorates on occasion, stay overnight outside of Mocha City (where operations are presently based) as field movement requires

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Job Conditions

  • The salary will be defined according to HI’s existing salary scale
  • Based in Mocha, with frequent movements to the field
  • 30 day leave/year + benefits (transport allowance, health insurance, life insurance)
  • The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
  • Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.   
How to Apply

Interested candidates may please send their CV with cover letter in English, with the reference in the email subject: YEME/HR/2019/PROG/SUPPOFFICER/MOCHA+ Applicant full name
Deadline for applications is 11:30 pm on Thursday 19th Sep 2019

Please address all applications to: recruitment-yemen@yemen.hi.org

  • Please note that only shortlisted candidates will be contacted. 

Handicap International, is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates, including persons living with disabilities, to apply to become a part of our organization. Please note that only shortlisted candidates will be contacted.

 

  • Employer: Handicap International
  • Category: Logistics
  • Location: Mokha
  • Posted on: 10 September 2019
  • Deadline: 19 September 2019

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