Position:                     Supply Chain & Operations Officer

Location:                    Shabwah

Reports to:                 Office Coordinator.

Supervision of:           Logistics/Procurement, IT and Administrative System

Reference:                  HR22-126 ‎

Duration:                   From January 1, 2023 till December 31, 2023; Renewable based on fund availability    and performance.

Note: Position is open for Yemeni Nationals only.

About RI Mission & Vision:

Relief International is a humanitarian and development non-profit agency that provides emergency relief, rehabilitation, and development assistance to communities worldwide. RI partners with communities in fragile settings to save lives and build resilience, dignity, and long-term well-being. All communities in fragile settings can achieve long-term well-being. 

Position Summary

The Supply Chain & Operations officer will be responsible for the supervision and management of all procurement, logistics, warehouse - stock, vehicle - fleet, assets IT, and communications for the field office.    S/he will also liaise with different teams to ensure adequate logistical consideration for coordination and planning of project implementation and provide support on logistical elements of project distribution and procurement planning.  S/he will collaborate with the CO to ensure consistent process and procedure in place throughout Country Program in Logistics

DUTIES AND RESPONSIBILITIES:

Procurement

• Ensure awareness and adherence to all RI (and donor) policy and procedure on Procurement.
• Ensure all procurements follow a transparent, competitive and open process.  Commit to disclosure of any conflict of interest real or perceived.
• Liaise with all project managers, finance, and other departments to support in procurement planning.
• Ensure that an up to date and accurate tracker is maintained for all procurements from request to final receipt and closure of file. 
• Report weekly to the Area Office of all procurements through submission of tracker and summary report.
• Work with Area Office to launch or facilitate the tender process. 
• Support and participate in the office procurement committee review and agreement on selected supplier based on quotations.
• To ensure up to date and accurate filing and maintenance of logistics records for easy access and retrieval - Requisitions, RFQs, Bid Analyses, Purchase order forms, Contracts, Invoices, GRNs, Waybills, and (all other documents) both electronically and manually as may be required for audit trail.

Vehicle and Fleet Management

• Ensure all vehicles (and trucks for distributions) are well managed; ensure movements are planned and coordinated.
• Ensure rental vehicles are tracked and report on usage to ensure payments can be processed according to use and on time.
• Ensure Vehicle log sheets are in use in every single vehicle and are collected at the end of every month or the end of every rental contract.
• Ensure a summary of vehicle movements based on log sheet is completed every month.
• Ensure fuel consumption tracker for generators and prepare generator usage summary report.
• Ensure drivers adhere to and respect all vehicle policies and procedures as well as adhere to all local and national laws.

Warehouse/Stores

• Ensure proper storage and warehousing of assets and program stocks, including proper receiving and issuing of stocks, maintenance and updated bin cards.
• Ensure proper record keeping and safety of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as may be required for audit trail.
• Prepare warehouse report for Monthly and quarterly reports.
• Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
• Ensure strong collaboration and communication with area office and project sites for the receipt and delivery of all goods.
• Organize for casual labor when required at the warehouse (liaise with HR for recruitment and Finance for payment).  Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
• Ensure the warehouse is safe, clean and well organized at all times.
• Supports in distribution (on request).

Assets/IT

• Oversee the planning and process to ensure regular updates of the assets and equipment.  Prepare monthly, quarterly and annual reports.   Arrange for regular physical stock taking and spot checks for assets, stock and office equipment as per standard.
• Ensure up to date and accurate Asset tracker is in place for all items in the Field office.
• Ensure office set up adequately meets the needs of the project teams.  Ensure appropriate protection of all data systems are in place.

Administration

• Ensure smooth running of field office.  Up to date leasing and payments are completed on all running costs for the office.
• Ensure the office is kept clean and consumables are tracked and stocked.
• Ensure appropriate travel permits are processed in timely manner.

Perform any other duties that have been requested by his Management.

Qualifications and Requirements:

• University level education; training or skills in administration, logistics, business desirable
• 2+ years’ experience in logistics, supply chain, administration, procurement etc
• Experience working with INGO
• Diplomacy, tact and negotiating skills.
• Flexibility under pressure and in response to changing needs.
• Attention to detail and excellent numeracy; ability to keep clear and concise records.
• Good written and spoken English.

Safeguarding: 

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve 
• Ensure that your behaviour inside and outside of work promotes the values outlined with RI’s code of conduct and safeguarding policies 
• Consistent with RI’s safeguarding and protection policies, contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them 

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and independence as well as “Do No Harm.” We value:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability