FSC #: SUIHAY 

Length of Time: 4 Months (Temporary) 

Location: Aden, Yemen 

Number of positions: 1 

ORGANIZATIONAL OVERVIEW 

FHI 360 is a nonprofit human development organization dedicated to improving lives in  lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in  health, education, nutrition, environment, economic development, civil society, gender  equality, youth, research, technology, communication and social marketing — creating a  unique mix of capabilities to address today's interrelated development and humanitarian  challenge in more than 70 countries. 

FHI 360 has been responding to the humanitarian crisis in southern Yemen and along the  Western Coast since 2018. Through an integrated health, nutrition, and WASH program, FHI  360 works in Aden, Taiz, and Hudaydah governorates. FHI 360 supports static and mobile  health facilities, including rehabilitation, technical support and staff training, and provision of  supplies. FHI 360 also works at the community level through Community Health  Volunteer and water rehabilitation components to reach additional populations. Furthermore,  since January 2020, FHI 360 has served as the NGO co-lead for the Aden Sub-Health  Cluster. With a country office in Aden and a field office in Al Mokha, FHI 360 has a staff of  over 40 national and expatriate staff.  

POSITION OVERVIEW  

In support of its program in Yemen, FHI 360 is recruiting a Procurement Officer for a  temporary period to assist the Logistics department to ensure efficiency, accountability, and  transparency of supply chain operations. Working under the direct supervision of the  Logistics Manager, the Procurement Officer will developing plans and manage policies and  strategies related to procuring supplies and services in accordance with FHI 360, USAID and  other donor policy in support of all FHI 360 projects in Yemen, with both domestic and  international sourcing. 

KEY RESPONSIBILITIES AND DELIVERABLES 

Procurement Request Management: 

• Receive order request in form of scope of work (SOW) or specifications. Check if  SOW/Specifications are approved by the Program Manager. 
• Receive Purchase Request (PR) drafted by respective Manager and make sure it received  duly approval from Finance, Country Director, etc.
• Submit all requests to Logistics Manager for signature, and assist the logistics manager to decide on the appropriate procurement procedure and when applicable start the  redaction of the approval Memo (AM) or the justification for selection (JFS) 
• Make sure that all PRs receive a Procurement Tracking Number (PTN). Develops RFQ/RFP based on the SOW/Specifications provided by the requesting Dept. Provided the Draft RFQ/RFP to the requester for review before advertisement is made. Make sure that the final RFQ/RFP is approved by Logistics Manager and signed by the  Logistics Coordinator. 
• Receive and answers the questions and that are received from the prospective bidder on  procurement email. Make sure That question and answers are given to all vendors via  Bcc and emails are then printed and put into the File and soft copies are put into the  Shared Drive 
• Make sure that sealed bids are put into a locked box in the Procurement Department. Assist the Logistics Manager to organize Evaluation Committee. Make sure that each  Committee member appointed and approved by the response coordinator sign his  appointment letter and opens the sealed envelopes in presence of the appointed  Committee. 
• Make sure that each member of the Committee is present during the opening and sign  each page. 

Management of Bids and Tenders: 

• Together with the Logistics Manager, propose the Evaluation Committee to the  appointment and approval of the Country Director. Make sure that all member of the  appointed evaluation committee signs their appointment and the confidentiality  document. 
• Make sure that the evaluation sheet to be used by the Committee is reviewed by the  requester or his/her designate. Make sure that a chairperson is selected from the  Committee members. 
• Facilitate the review process. Explain the confidentiality statement and the Selection  Criteria and role of the Committee members and the Chairperson (chosen from the  Committee members) 
• Make sure that each Committee member does an individual evaluation and scoring on  their individual sheet and then signs and submits these sheets to the evaluation  facilitator. 
• Take each person’s score and combines them together into an evaluation Summary  Matrix. This Matrix is then signed by each Committee member and the Procurement  Facilitator, clearly mentioning the conclusion of the evaluation committee. 
• Finalizes the PSM and make sure that the PSM records all the steps, dates, and people  involved for each step of the procurement process. Ensure all the necessary  documentation mentioned in the PSM are available both in Hard and soft format. 
• Make sure that compliance vetting check is completed for both the company and the  company representative. 
• Submit the PSM to the review of the Logistics Manager. Once approved by the  Logistics Manager, he/she signs the AM or JFS along with the response Coordinator When necessary, as per the FHI360 policy and Yemen Procurement specific guidelines, involve FHI360 HQ for review and approval. 

Contract and Payment Management: 

• Assist the Logistics Manager to decide on what type of contract form should be  suggested.
• Finalize the Contract (and appendices) and then submits the soft version to the Logistics  Manager for review and approval and is uploaded into the Shared Drive. Make sure that as soon as the Logistics Manager approves the Contract and appendices,  it is sent in soft form to the requester and/or requester’s supervisor for review and approval. 
• Collect all the required signature on the routing Form (new) to ensure each required  department has reviewed the Contract before it is signed by the response coordinator. Make sure that the contract is signed by the Contractor /Supplier and manage all orders  relevant to the signed contract up to the term of the contract. 
• Follow up reception of invoices and deliverables from Program after it reviews and  approves. 
• Review and ensure all the contracture terms and conditions, especially deliverables and  invoice, have been properly provided 
• Review all deliverables attached to the contract and make sure that all specifications are  met for payment. Attach a routing form to the file to make sure that the deliverables and  contract are reviewed by each required department before being sent to Finance by the  Procurement Department. 
• Inform the Contractor/Supplier of that the invoices have been received by the finance  department and connect the Contractor /Supplier with the finance department. 

APPLIED KNOWLEDGE & SKILLS: 

• Comprehensive knowledge of procurement and logistics standards and practices.  Working knowledge of policies and procedures regarding budgets and contracts. Excellent oral and written communication skills in Arabic and English. Strong critical thinking and problem-solving skills. 
• Ability to influence, motivate and negotiate to ensure compliance and company  objectives and goals are met. 
• Ability to work with others as a member of a team and to develop and maintain  compatibility among project staff, subcontractors, and recipients of assistance. Demonstrated knowledge in pricing, contract negotiations, policies and procedures. Ability to work independently with initiative to manage high volume workflow. Interact with diplomacy and tact and follow-up on requests in timely and efficient  manner. 
• Must exhibit high levels of professionalism, integrity and ethical values at all times. Record keeping, report preparation, filing methods and records management  techniques. 
• Analytical, numerical and problem-solving skills. 
• Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint 

DESIRED QUALIFICATIONS 

• Degree in supply chain or related field with  
• Minimum of 2-5 years of relevant experience providing supply chain support.  Experience of working with a non-governmental organization (NGO) preferred. Familiarity with donor-funded procurement rules and regulations is an advantage. Experience using inventory management software is an advantage. 
• Demonstrated success in multicultural environments is an advantage.