External JOB ADVERTISMENT

Solidarités International seeks to recruit:

Procurement Officer (1)

Location of position: Almkoha

I. Presentation of organization

Solidarités International (SI) is a French humanitarian organization, which has been committed to provide aid in the event of conflicts and natural disasters. SI’s mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: drinking water, food and shelter.

SI has opened a mission in Yemen in 2017 and it has an operational base in Al Mokha with a sub-office in Al Khokha. The mission currently consists of an emergency and post-emergency program with a WASH-focused approach in the districts of the West coast, in Taiz and Hudaydah governorates.

The position will be based in Almokha.

MISSION / OBJECTIVES

• The Procurement officer carries out the purchases for the programs and structure for his/her assigned base.
• He/she is one of the guarantors for implementing and respecting Solidarités International purchase procedures.
• He/she is responsible for filing and archiving logistics documents linked to purchases.
• He/she is Manage the receipt, storage, safe-keeping and delivery of food, goods, fuel, tools and equipment used by Solidarités International or under the responsibility of Solidarités International.
• He/she participates in the drafting and monitoring of all administrative documents related to stock management.

LIST OF SERVICES DELIVERY MAIN TASKS:

Knowledge and monitoring of the market:

• Take part in the analysis of the local purchasing environment
• Update price lists and supplier files
• Update contract follow up
• Update the Purchase follow up (IOF FU)

Implementation of purchasing process:

• Receive and process requests for quotes and IOFs after verification and approval by his/her line manager
• manage procurements while respecting the rules and approval procedures established by donors and Solidarités International
• Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
• Ensure that the format of, and information on supply purchase documents comply with SI regulation

Ensure compliance with administrative procedures for the management of advances and payment of suppliers

• Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors

Ensure that all Follow-Up are regularly updated and shared with the concerned people at base level.

Stock Management

1. Monitor the incoming and outgoing equipment, goods and fuel and keep record of their movements.
2. Monitor the quality of products at the time of receipt. Put aside non-compliant or infected products and report to the logistics supervisor.
3. Regularly monitor the quality of products during storage. Pay special attention to expiration dates
4. Make provisions for the staff and necessary equipment for loading / unloading.
5. Supervise the team of daily workers charged with storage activities.
6. Draft or complete dispatch and receipt documents in compliance with Solidarités International standards.
7. Maintain updated inventory lists, stock cards and all other related stock documents.
8. Supervise cleaning and regular disinfection of storage spaces and ensure appropriate ventilation in the storage spaces.
9. Ensure the equipment and machines used by teams are cleaned before returning to storage
10. Implement the monthly physical inventories and the regular stock checks of the stored goods and equipment and reconciliation with what should be in stock. Report any discrepancies to the Logistics supervisor.
11. Update stock Report on daily bases and sent to the line manager at the end of each month.

Reporting/Capitalization:

• Ensure the compilation of price lists and suppliers
• Ensure the monitoring of IOF requests and inform the requester about the status of their orders
• Weekly and monthly report of the purchase follow up (IOF FU, contract FU, supplier and price list)

ORG CHART POSITION (reporting and functional relationships)

Line manager: Supply supervisor