TITLE: SUPPLY OFFICER 

MOKHA - 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 Mokha 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 Mokha. 
• Be focal point of the supply between Aden and Mokha 
• 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
Dotted-line Manager: Mokha Area Manager
In collaboration with: All departments
        
RESPONSIBILITIES AND TASKS DESCRIPTION

a.    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
• Ensure the establishment and editing of framework contracts, monthly PSR, market assessment, prices catalogue creation, supplier list.

b.    Management of purchases: 

• Ensure that the collected documents are compliant with HI procedures: supplier stamp, signature...etc. 
• Make sure HI procurement rules are respected Mokha base.
• Manage high amount PSR in link with Area and Field logistics coordinator.
• Ensure packing list and waybill for the items sent to HI projects are issued and properly used.
• Assure PFU for Mokha 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-PMC-Stock follow up)
• Support Log Coordinator 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 Coordinator and logistics officer on Purchases for Mokha Base and Sub-base.

c.    Management of the transport:

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

d.    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, …)

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 Mokha and other governorates on occasion, stay overnight outside of Mokha City (where operations are presently based) as field movement requires

Job Conditions

• The salary will be defined according to HI’s existing salary scale.
• Based in Mokha, with frequent movements to the field.
• 30-day leave/year + benefits (transportation allowance, remote 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.   

CONFIDENTIALITY CLAUSE 

Yemen mission takes place in a sensitive environment regarding security of Handicap International staff and assets. Handicap International employee commits to observe utmost respect of personal and professional ethics, to adhere to principles of neutrality and impartiality, and to ensure necessary levels of discretion within and outside working space. Not respecting this clause will lead to disciplinary action and have 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.

Any breach of the above-mentioned responsibilities, of the Internal Regulations or of the Terms and Conditions of Engagement may be sanctioned by a written warning or immediate dismissal, if appropriate.