Logistics Assistant

ACTED Logo
Logistics
Posted on 23 Nov, 2022
Closing on 07 Dec, 2022

Job Description

Logistics Assistant - Sanaa

ACTED Organization Summary:

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.
ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. ACTED is active in 39 countries and implements more than 500 projects a year reaching over 20 million beneficiaries with 6,300 international and national staff.
ACTED has been present in Yemen since early 2012 and has been anchored to the governorates of Ibb, Hudaydah, Raymah, AlDhalee, Saadah, AlJawf, Aden, Dhamar, and Marib.
Through its comprehensive programming ACTED has been covering the full continuum of emergency, rehabilitation, and development in Yemen. Emergency activities have focused in the sectors of Agriculture & Food Security (e.g., distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g., income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include distribution of food vouchers, which are a key component of ACTED’s interventions in the country.
ACTED Organization is pleased to announce the below job vacancy with the following details:

  • Position: Logistics Assistant 
  • Department: Logistics
  • Location: Sanaa
  • Contract Type: Fixed Term
  • Contract Duration:  4 months

Responsibilities:

Procurements:

The logistics assistant (Procurement) oversees procurements for ACTED in Yemen and his key responsibilities are listed but not limited below:

  • Receives OFs for local and/or national purchases from the concerned requester after authorization;
  • Requests price quotations from various suppliers for preparation;
  • Submits selection for approval according to the financial rules of the Delegation to the Purchaser.
  • Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst considering that quality of the goods must remain within ACTED standards;
  • Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt;
  • Understands and fully adheres to ACTED purchasing procedures and financial rules and uses these to ensure transparent and accountable purchasing activities;
  • Maintaining of adequate supplier pool within the assigned field of work;
  • Handles petty cash purchases upon requests.
  • Responsible for project procurement planning and daily coordination of procurement activities;
  • Support for national and international tenders launching, bids analysis, contract development and contract management;
  • Accountable for overall compliance with the procurement procedures;
  • Follow-up procurement & supplies with logistic area teams;
  • Check deliveries follow-up of each procurement contracts;
  • Procure all projects and office logistical requirements based on ACTED procurement guidelines;
  • Communication with field office(s) via e-mail, skype, slack or cell phone to provide on time procurement supports;
  • Have a clear understanding of the procurement policy and assist in advising program and office management on required practices and procedures;
  • Adhere to all ACTED procurement policies and procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;
  • Assist program and operations in regular procurement planning meetings;
  • Develop and support standard specifications and processes for purchase and contracting of goods and services to provide improved service, quality pricing and reduce time and administrative costs;
  • Conduct frequent market surveys and maintain a strong knowledge of the local market in Yemen;
  • Coordinate with Finance Department to ensure that payments to vendors have been made on-time and without any unnecessary strain on the financial system of ACTED;
  • Collect offers from potential vendors for all operations and program requirements;
  • Conduct himself/herself both professionally and personally in such manner as to bring credit to ACTED and to not jeopardize its humanitarian mission;
  • Other duties as assigned.

Filing

  • Create separate binders for each reporting documents and file them after final confirmation of capital logistic;
  • Follow-up procurement & supplies with logistic area team and main office in Sanaa;
  • Check deliveries follow-up of each procurement contracts;
  • Procure all projects and office logistical requirements based on ACTED procurement guidelines;
  • Create documentation for RFQ/RFP and national/international tenders and framework agreement procurements;
  • Liaise with base level logistic officers for all tender related procurements.

Reporting

  • Order Form follow up weekly reports;
  • Procurement follow up monthly reports;
  • Payments follow up records upon request.

Transport Documentation

  • Control that all documentation required is filled in timely and precisely;
  • Follow up with Distribution Plans and making sure transport availability with the CLM/Logistics Officer supervision;
  • Coordinate with Program Managers to inform them of any delay / problem in satisfying their request.

Job Requirement (Qualification and Experience)

  • University Education in a related discipline;
  • Minimum two -years work experience in a similar field with good knowledge of the local market;
  • Previous experience working for an INGO preferred;
  • Fluent or comfortable working in spoken and written English;
  • Excellent Computer Skills and Microsoft Office;
  • Excellent calculations skills;
  • Knowledge of logistics and supply chain activities;
  • Excellent communications and interpersonal skills;
  • Self- motivated and able to work as a part of a team.

How to Apply

Application Procedures:

  • Qualified candidates meeting the above requirements are requested to send an application comprising a detailed CV and a Cover letter in English to: yemen.jobs@acted.org
  • PLEASE state in the subject line of the e-mail: “Logistics Assistant - Sanaa”.
  • Please rename your CV as: First & Last name+ Logistics Assistant CV.
  • Please rename your Cover Letter as: First & Last name+ Logistics Assistant CL.
  • The closing date for applications is Wednesday, 07 Dec 2022.
  • Candidates from Sanaa governorate are strongly encouraged to apply.
  • Due to the urgency of this appointment, shortlisting and interviews will be on a rolling basis and candidates might be identified before the closing date.

ACTED has a zero-tolerance approach to sexual exploitation, abuse, and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behavior outlined in those documents. Misconduct can lead to dismissal.
Contacting any ACTED staff member other than the contact details listed above in regard to this job will result in disqualification.

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
إتباع تعليمات التقديم المذكورة في كل إعلان ستزيد من فرصة النظر لسيرتك الذاتية من قبل الجهة المعلنة
If you’re applying by email, make sure you mention the job title in the “Subject” field of your message
تذكر أن تكتب إسم الوظيفة و موقعها في عنوان البريد عندما يكون التقديم عبر الإيميل

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