Position:    Logistics and Procurement Assistant (4)

Location:   Sana'a -Al-Jawf - Lahj - Aldalea'a

Administrative supervisor: Field Coordinator

Technical Supervisor: Procurement Officer / Logistics Officer

Reference: 22 - 57

Duration:  Till May 31, 2023, renewable based on fund availability & performance

ABOUT ADRA: The Adventist Development and Relief Agency is an independent, humanitarian agency established for the specific purpose of providing individual and community development and disaster relief.  ADRA Yemen pursue a mission of changing the world by uplifting one life at a time. ADRA International serves 142 countries and was present in Yemen since 1995. It has more than 1200 aid workers serving in Yemen making it one of the biggest ADRA operations in the world. Its programs are supported by USAID, OFDA, The Japan Platform, DANIDA, German Foreign Office, German Humanitarian Aid, Sida, UNOCHA, UNHCR, WHO, WFP and DFID. It has presence in 14 Governorates in Yemen responding to all areas of humanitarian sectors. ADRA Yemen is undertaking programs in Yemen in the fields of health, child protection, education, women's protection and empowerment, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Safeguarding:

ADRA Yemen organization is committed to safeguarding and promoting the welfare of adults at risks and children in the targeted communities, as well as the welfare of all ADRA Yemen representatives. ADRA Yemen expects the post holder to adhere to and share this commitment.

All necessary measures for safer recruitment would be required including thorough background checks.

SUMMARY:

The Logistics and Procurement Assistant will conduct the project’s Logistics and Procurement activities. He/She lead by coordinating and managing various on-going Logistics and Procurement activities in the projects supporting the implementation of the program. He/She will help to prepare specifications, tender documents, and requests for offers for supply of goods and services to meet the project’s objectives. He/she will be responsible for building and controlling the ADRA’s database of contractors and suppliers.

RESPONSIBILITIES:

The “Logistics and Procurement Assistant” will be responsible but not limited to:

Logistics Responsibilities

• Support the transportation needs of project staff in coordination with the Project Manager and Operations Department.
• Manage all transport requirements including vehicle log book, fuel, maintenance and servicing, and ensuring that all vehicles are fully equipped with toolkits, safety kits, and other relevant equipment for the short or long journey.
• Follow-up with the finance team section and vendors, as needed.
• Organize and maintain computerized records containing vendor and bid information.
• Deliver all items and goods to the warehouse.
• Follow up the warehouse’s requests.
• Ensure compliance with ADRA’s and/or donor’s policies and procedures. 
• Supervise and schedule the drivers and vehicles to coordinate between them and avoid the conflict of interest.
• Provide technical assistance when required and update inventory and allocation of assets on weekly and monthly basis.
• Ensure management of vehicle fleets is in line with ADRA standards; ensure appropriate allocation and safe use of vehicles throughout the programs and ensure servicing and maintenance schedules are adhered to.
• Directly supervise drivers managing their schedules.
• maintain good contacts with suppliers, government offices, and other NGOs with regards to logistical matters.
• Submit detailed records of purchases.
• Ensure that the monthly Bills are paid regularly.
• Prepare Asset Inventory.
• Conduct rapid identification and setting up of office and staff accommodation and communication, this includes fitting of equipment required to run the office and ensuring the staff movements and needed standards to maintain the best safety level possible.
• Manage and supervise the overall maintenance and repair of office facilities, including preventive maintenance.
• Undertake field visits to ADRA project sites to provide logistical assistance and to perform procurement and logistics evaluations as necessary.
• Process and follow up of travel/transport permits and other travel documents for staff traveling and material transport to the field.
• Performs any other tasks assigned by his /her supervisors

Procurement Responsibilities

• Coordinate with Deputy Chief of Party to initiate Invitations to Bid and collect quotations from suppliers as necessary.
• Ensure all procurement activities are fully and transparently documented through quotation analysis, purchase requests and purchase orders according to ADRA procurement policy.
• Prepare procurement contract and submit it to the Project Manager for approval as requested.
• Follow-up with the finance team section and vendors, as needed.
• Organize and maintain computerized records containing vendor and bid information.
• Deliver all items and goods to the warehouse.
• Ensure compliance with ADRA’ and/or donor’s policies and procedures. 
• maintain good contacts with suppliers, government offices, and other NGOs with regards to logistical matters.
• Submit detailed records of purchases.
• Ensure that the monthly Bills are paid regularly.
• Help in the preparation of Framework Agreements.
• Maintain the Vendor List and ensure that all contracted suppliers are vetted/screened.
• Archive both softcopy (E-Filing) as well as hardcopy of all procurement records, before submitting the original documents to the Finance team for payment.
• Receive Procurement Trackers for the Project on a weekly basis and share them with all stakeholders after compiling them into one comprehensive Tracker.
• Performs any other tasks assigned by his /her supervisors

  QUALIFICATIONS AND SKILLS:

• Bachelor degree in Commercial, Economic or relevant field is required.
• At least 1 year of professional experience of working in logistics and Procurement Assistant Positions, Preferably in Humanitarian NGOs.
• Ability to work independently and as part of a team.
• Very good organizational skills, self-motivated and efficient, with willingness to pay attention to details
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers
• Excellent time management skills and the ability to prioritize work
• Excellent written and verbal communication skills (English and Arabic)

ADRA’S VALUES:

We uphold the Humanitarian Principles; our key values:

• Connected

• Courageous

• Compassionate