Ended Supply Officer

The Job

TITLE: SUPPLY OFFICER

HAJJAH - YEMEN

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.hi.org

GLOBAL OBJECTIVE OF THE POSITION

Based in HAJJAH under the direct management of the Logistics Coordinator, 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 HAJJAH.
  • Be focal point of the supply between Hajjah and HAJJAH
  • 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 Coordinator on supply chain management
  • Supply Chain Management:
    • Procurement management
    • Stock 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 Coordinator

Line manager+1: Area Manager

Supervision: Non

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, PMC, 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 PMC).
  • Support all South Projects for all required procurement.
  • Be in linked and collaborate with sub base for all supply chain activities
  • 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 Hajjah 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 PMC for Hajjah Office (Procurement Monitoring Chart) is updated on a daily basis.
  • Ensure to collect weekly all PMC 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-PMC-Stock follow up)
  • Support Log Co 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 Co and logistics officer on Purchases for Hahhah Base.

Management of the transport:

  • In link with suppliers and/or Logistics Co manage the transport of goods to/from Hajjah 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 and/or Logistics Co and Security Officer/manager ensure to have the proper documentation for transportation of goods (waybill, clearance letter, authorizations,…)
  • Support Logistics Co on management of customs clearances.

Stock Management:

  • Ensure a good management of the stock, stationeries and welfare. (Reception of the local freight at office, Check-up and classification of all delivery notes…etc.)
  • Make sure the storage management documents are compliant with HI procedures (when it is the case): Bin cards, stock items request, stock cards, Delivery Notes.
  • Compile the weekly inventories from MOKA base
  • Provide support (advises/trainings) if needed or required.
  • Works in collaboration with Projects regarding stock movements and stock follow up and documentation.
  • Ensure that Stock follow up (SFU) is daily updated, as well as all documents (Bin card, Stock Card, …)

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 Hajjah and other governorates on occasion, stay overnight outside of Hajjah 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 Hajjah, 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.   
  • The position duration will be for 3 months with a possibility of extension.

CONFIDENTIALITY CLAUSE

HI’s Yemen mission implements activities in a sensitive environment regarding the safety and security of Handicap International staff and assets. Handicap International employees commit to observe the utmost respect of personal and professional ethics, to adhere to the humanitarian principles of neutrality and impartiality, and to ensure necessary levels of discretion are used within and outside working space. Not respecting this clause could lead to disciplinary action and/or to immediate dismissal as a result.

​​​​​​​“All HI Employees must adhere to the values: Shared Humanity - Empathy - Impartiality - Inclusivity - Courage - Hope - Humility - Audacity. In accordance with these values, HI enforces compliance with the Code of Conduct and related policies on Anti Workplace Harassment, Protection from Exploitation and Abuse, Child Safeguarding, Conflict of Interest, and Anti-fraud.”

How to Apply
  • Interested candidates may please send their CV with cover letter in English, with the reference in the email subject: YEME/HR/2021/SUP/SO/HAJ+ APPLICANT FULL NAME 
  • Deadline for applications is 11:30 pm on Saturday 10 April 2021

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

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: Hajjah
  • Posted on: 1 April 2021
  • Deadline: 10 April 2021
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