Polish Humanitarian Action (PAH) is looking for a Logistics Officer (national position):

Position: Logistics Officer
Location: Aden, Yemen with travels inside Yemen 
Contract details: Permanent / Full-time–depending on the grant
Duration: A full time position with a probationary period of 3 months
Starting date: ASAP 

About PAH 
The Polish Humanitarian Action’s (PAH) is an INGO with a mission to make the world a better place by promoting humanitarian values and alleviating human suffering caused by armed conflicts and natural disasters. We provide humanitarian aid in places where humanitarian crises occur. Our support reaches foremost the most vulnerable to their consequences: women, children, elderly, disabled, refugees and internally displaced persons (IDPs). In our work we honor the principles of: humanitarianism, impartiality, neutrality and independence. We provide aid in response to most severe needs, regardless of nationality, race, religion, social standing or views. We do not engage in political or religious disputes, and do not take sides with any actors in a conflict. For more information, please refer to www.pah.org.pl.

About PAH Yemen Mission 
Our Yemen Mission has been officially established in July 2019 and currently provides humanitarian assistance to 61,572 beneficiaries in Aden and Lahij Governorates in Yemen, as well as to Yemeni refugees in Markazi Refugee Camp in Djibouti. Our needs assessments for future interventions were recently conducted in Aden, Lahij, Ad Dahlee and Taizz Governorates in Yemen.

Position reports to: Head of Mission (HoM), with close cooperation with the Project Manager, M&E officer and HQ Logistics Coordinator.

Responsibilities:

Logistics and Coordination

• Managing of all logistics operations related to programme activities including but not limited to: procurement, transport, distribution, warehousing, management of vehicles and assets
• Implementing emergency preparedness operations in scope of logistics
• Cooperating closely with the Head of Mission and programme and operations personnel
• Coordinating closely with security and access personnel in planning and managing of daily ground movement
• Developing working relations within the field of logistics 

Procurement and Tenders

• Ensuring strict compliance of procurement and tender activities with PAH and its donors policies, regulations and procedures
• Developing best practices to improve the quality and transparency of procurement processes in the PAH Mission in Yemen
• Supporting the program departments to develop procurement plans for their projects and making sure that they are regularly updated
• Organizing procurement and tender processes including preparation of procurement documentation
• Negotiating conditions of contracts 
• Verifying that purchases are cost effective and based on market prices
• Making sure to update the procurement tracker on daily basis
• Maintaining the supplier data base and making sure it is updated
• Analysing the procurement processes including identification of challenges in operations and developing lessons learned
• Ensuring timely delivery of procured supplies and materials, including tracking procurement status, payments and warehouse work (when applicable)
• Ensure templates and procedures are up to date 

Assets

• Preparing and maintaining assets registry and inventory
• Responsible for managing and tracking all assets and inventory in line with PAH policies and procedures and donor requirements
• Record all damage/faults/ loss of assets and arrange repair of disposal in accordance with procedures
• Manage any warehouse or stock in line with PAH policies and procedures ensuring accurate tracking, security and filling of all paperwork

Fleet

• Manage the fleet in accordance with PAH logistics and security policies and procedures
• Verifying in coordination with security personnel whether the vehicles meet the safety standards and are adequately equipped 
• Following laws and regulations with regard to road movement and vehicle maintenance
• Verifying the actual movement against the submitted logbooks
• Develop and implement an effective vehicle booking process
• Ensure Joint movement planning with all staff for affective use of the fleet
• Train all staff and contract drivers on PAH drivers policy and fleet management tools
• Manage fleet service contract and ensuring completion of all paperwork and timely payments
• Arrange ad-hoc vehicle rental as required to support the delivery of the programme
• Complete monthly fleet reporting as required
• Conduct daily and monthly check on vehicles and making sure they are funcctional as per PAH security manual

Shipment

• Planning and coordinating transportation of materials including preparations of cargo operations and ensuring the offloading of items.

Documentation

• Ensuring that all the logistics documentation is complete and in line with PAH internal regulations, with particular attention to procurement and tender documentation as well as assets management documentation
• Maintaining storage of logistics documentation in both hard copies and electronic versions

Audit Functions

• Verifying the adherence of processes to PAH policies, regulations and procedures with regard to procurement, tender, warehousing (when applicable) and assets management

General

• Attend all staff meetings and provide updates on activities
• Support all staff in following PAH logistics policies and procedures and train them
• Develop a weekly and monthly work plan
• Prepare and send monthly and quarterly logs report
• Other duties as requested by the line manager

Requirements:

Educational Requirements: 

• A Bachelor degree in logistics, supply chain management, procurement or related fields is required. A Master degree would be an asset. 

Work Experience: 

• At least 2 years of professional experience in working with NNGOs / INGOs in a similar position.

Languages: Excellent command of English and Arabic 

Other Skills:

• Strong writing skills
• Strong analytical skills
• Strong communication skills
• Strong organisational skills, accuracy and attention to detail
• Ability to work effectively under pressure in a fast pace environment
• Ability to work independently 
• High ethical standards
• High cultural awareness and ability to work well in an international environment with persons from diverse backgrounds and cultures
• Excellent command of Microsoft Office – Word, Excel, PowerPoint, Outlook