• JOB TITLE:  Logistic Officer
• DEPARTMENT: Supply Chain / Program
• Report to: Supply Chin Manager/ Senior Project Officer
• LOCATION:  Sana’a
• Duration:  3 Months Renewable according to budget & performance
• Closing Date: 06/05/2024

ABOUT Building Foundation for Development:

BFD is a non-governmental and non-profit Yemeni organization, that was established in 2014. BFD is a leading humanitarian-based and development-oriented organization, which over the years extended its coverage to several governorates, with a mission of working in a humane and transparent manner for the vulnerable groups in society and the affected groups through the implementation of sustainable development and relief programs of the highest quality.  Responding to all areas of humanitarian sectors, BFD aspires to provide an integrated humanitarian and development response to conflict-affected areas through a professional, neutral, transparent approach, and through adherence to the Core Humanitarian Standards (CHS).
    
GENERAL JOB DESCRIPTION

MAIN PURPOSE: The Logistic Officer will review specifications, tender documents, quotations, goods supply and services to meet the project’s objectives. He/she will ensure that the programmatic needs of the projects are addressed and met in an efficient, timely, transparent, accountable, and cost-effective manner. He/she will also be responsible for ensuring project’s compliance with the donor’s procurement policies and procedures, The Logistic Officer will also be responsible for the designing and technical implementation of projects activities and will be responsible for the identification, implementation, monitoring, and reporting on construction project activities in the assigned districts. S/he will work along with the team members and will be responsible to coordinate and establish the linkages amongst all the project team members, groups, stakeholders, and line agencies. S/he will provide timely, accurate, reports to the Senior Project Officer.

DUTIES & RESPONSIBILITIES

Project Planning:

• Contribute towards the development of logistic plans and processes ensuring compliance with wider logistic policies in line with BFD’s standards.
• Conduct all duties in a professional manner following BFD regulations, code of conduct and charter.
• Responsible for all logistic tasks related to projects or operational day-to-day activities following the standard and contributing, directly or indirectly, to the effective delivery of materials.
• Review specifications, tender documents, and requests for the supplier quotations to meet BFD project’s objectives.
• Organize the planning of the purchases and define the priorities of the items needed by the applicants.
• Ensure that the purchases meet the needs, cost, quality & delivery time requirements.
• Ensure regular and smooth communication with the administrative departments to prepare the supplier payments, documents hand-over and expenses follow-up.
• Initiate invitations to Bid and collect quotations from suppliers as necessary.
• Ensure regular follow-up of all contracts and their renewal/extension are signed on time.
• Prepare Purchase Requests (PR), Good Receipt Notes (GRN), and any other logistic forms.
• Perform all duties in a professional manner following BFD regulations, code of conduct, and charter.
• Work with the Senior Project Officer to make weekly plans and field visits.
• Review the assessments related to the project’s activities in terms of the project’s selection, designing, tendering docs; conduct quality checks, and the contracts if requested;
• Ensure the reliability and accuracy of all construction project related documentations (BoQs, Construction designs, Construction work plans, etc.).
• This job description is not intended to be all-inclusive and the employee will also perform other related tasks as required and be responsible for reporting and communication of progress and achievement of the specific assigned tasks including field visits to supervise, project activities’ implementation.

Project Implementation:

• Conduct weekly/monthly site visits and monitoring and give technical advice to the field team and communities;
• Ensure the quality and efficiency of all field work done relevant to rehabilitation/construction activities and tasks in line with the comprehensive execution plan, MoUs, standards and requirements to ensure high technical quality;
• Act as a clear communication channel between BFD program, contractors, sub-contractors, stakeholders, and the project beneficiaries (where relevant);
• Ensure that planned activities are successfully implemented according to BFD’s quality standards and SOPs;
• Prepare all other report upon request by the Senior Officer;
• Process data and information from field – in particular ensure quality, consistency, accuracy, truthfulness, comprehensiveness of all collected data;
• Ensure cross-program integration, learning, sharing and adoption of best practices for other BFD programs;
• Closely coordinate with BFD field team
• Communicate with the Senior Officer and relevant staff for any difficulties linked to project implementation and propose solutions;
• Facilitate Monitoring and Evaluation activities in cooperation with the MEAL unit.
• Works as a liaison with the Quality Assurance Committee

Program quality and MEAL:

• Project tracking through ERP system.
• Prepare with contractor and respective authority/owner for the handing over of each site when the project is near to finish;
• Check and validate with Senior Project Officer each progress report presented by contractor for the quantities that implemented on the site before making the required payment;
• Provide relevant technical input and feedback expertise/guidance to ensure that technical quality and standards are maintained during project implementation (design and construction phases), 
• Collaborate with the MEAL Unit to assess need, monitor activities, and evaluate programme progress;

Reporting & Documentation:

• Collect photos of program implementation and ensure that donor visibility is respected; Assist in the identification and location of beneficiaries when requested;
• Fill in weekly progress report, and writing reports in weekly and monthly basis as requested to all relevant departments (program, logistics, MEAL…);
• Maintain an efficient, organized system of paperwork and reporting for field work, and Supporting data entry, documentation and the preparation of documents.
• To hand over/ the final completion report for each assets’ creation and filling documents.
• Complete and sign work Completion Reports, verifying that works have been completed to specifications contained in BoQs and contracts.
• To prepare, on demand, summaries and reports of activities or technical draws according to BFD needs and reflecting the most accurate update of the activities.

Core Humanitarian Standards (CHS): The role holder is required to carry out the duties in adherence to the Core Humanitarian Standards, the values and principles outlined in BFD's policies such as Code of Conduct, Prevention of Sexual Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, Anti-Retaliation and other internal policies and guidelines.

Equal Opportunities: The role holder is required to carry out the duties in accordance with the BFD Equal Opportunities and Diversity policies and procedures.

Comply with all BFD’s policies :(Safeguarding policy, Code of conduct, Child protection, Safety & Security policy.) and other relevant policies and procedures.

Required Qualifications and skills:

• A university Bachelor degree in Civil Engineering;
• Minimum 3-year experience in a position with similar responsibilities, in logistics, procurement, supply chain and technical project implementation and commissioning, construction site and contractors’ management; .
• Advanced computer skills (AutoCAD, Civil 3D, WaterCAD, Word, Excel, PowerPoint, etc.);
• Good analytical skills, process design skills and project planning and management skills;
• Strong technical expertise in water quality testing, chlorination and cholera risk management;
• Excellent interpersonal skills required, as well as the ability to communicate clearly and efficiently with a variety of audiences (e.g. beneficiaries, community committees, and other team members);
• Leadership and organizational skills are required;
• Ability to manage multiple tasks and responsibilities, work efficiently under pressure and in changing circumstances;
• Fluency in Arabic and strong English skills required;
• Organize personal work load and achieve results in time; 
• Ability to work under pressure and in a stressful environment;
• Ability to communicate with people and create friendly environment