• Position: Logistic  Assistant 
• Position Type: Full time.
• Duty Station: Taiz .
• Duration of Contract: 9 months / The cost of work is lump-sum, non-incapable and the employee liability does not end except with the closure of the project.
• Supervision: Direct supervision of Procurement Officer&  Operations Manager
• Deadline: 16-08-2026

I.    Background

The Humanitarian Development Program (HDP) is a nonprofit and independent NGO in Yemen .It focuses on improving the quality of Yemeni people’s life through well-planned and comprehensive projects in WASH, education, Food security & livelihood Shelter, CCCM, Protection  ,health and related activities that strengthen underserved communities in all parts of Yemen with the flexibility to respond rapidly to emergencies.
HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people HDP uniquely believes in the power of community, and the strength of partners and donors to make a positive impact in the lives of Yemeni people. Humanitarian Development Program (HDP) places human dignity at the center of its relief and development work. At the heart of the Program’s efforts to impact poverty and social justice. Vulnerable adults and children are particularly at risk of sexual exploitation and abuse. HDP defines the program’s commitment to the protection from sexual exploitation and abuse (PSEA) of vulnerable adults, involving HDP Employees and Related Personnel. In recognition of the special vulnerability of children, also HDP affirms commitment to the welfare and protection from sexual exploitation and all forms of abuse of children, involving HDP employees and related personnel.
Project Accountant will focus on HDP portfolio and will support the Programs & Projects Manager in all relevant financial matters.              

II.    Project Summary :

The School Kitchen Project aims to provide healthy and proper daily school nutrition for male and female students. The project targets 30,000 students across 55 targeted schools in Taiz Governorate (Al-Mudhaffar, Al-Qahirah, and Salah Districts), funded by the World Food Programme (WFP) and implemented in partnership with Hayel Saeed Anam Group (HSA).

III.    Duties and Responsibilities

Under the direct supervision of Procurement OfficerL, the Logistic  Assistant will undertake the following tasks:

A. Operational Support & Daily Logistics Planning:
1. Assist in drafting daily and weekly movement, supply, and distribution plans; update tracking sheets in coordination with the Logistics Officer.
2. Monitor vehicle readiness, driver schedules, and distribution routes; log loading, departure, and arrival timestamps, noting any operational delays or route deviations.
3. Coordinate proactively with central kitchens, target schools, and warehouses to ensure site readiness for dispatch and receipt as scheduled.
4. Escalate anticipated operational risks, vehicle breakdowns, or logistics bottlenecks to the direct supervisor immediately.

B. Procurement Support & Vendor Coordination:
1. Collect price quotations from local suppliers, assist in preparing administrative procurement support paperwork (RFQs, Comparative Bid Sheets, PR forms) without exceeding authorization thresholds.
2. Follow up on approved Purchase Orders (POs), contracts, and delivery schedules with vendors; notify Logistics Officer of any supply shortages or compliance gaps.
3. Receive, review, and verify supplier invoices, delivery notes, and payment claims, filing full document copies before submitting to Finance.
4. Maintain and update an active database of qualified local vendors, service providers, and repair workshops, conducting routine price checks to secure optimal value.

C. Inspection, Receiving, Storage & Inventory Management:
1. Inspect and verify incoming food and non-food goods against approved POs, technical specifications, quantity manifests, and supplier delivery notes.
2. Ensure proper warehouse management standards: clean storage environment, adequate ventilation, palletization, pest control, and segregation of goods to prevent contamination.
3. Monitor batch numbers, manufacturing dates, and expiration dates, strictly enforcing FEFO (First-Expired, First-Out) and FIFO principles for food commodities.
4. Conduct regular physical inventory stock counts (monthly and spot-checks), reconcile physical stock with stack cards/ledgers, and report variances immediately.
5. Issue early warning notices regarding low stock levels, approaching expiration dates, or damaged stock.

D. Food & Non-Food Supply Distribution:
1. Supervise the loading, transport, and offloading of daily food supplies to 55 targeted schools and central kitchens according to approved allocation plans.
2. Verify delivery completion, ensuring waybills and Goods Received Notes (GRNs) are fully signed and stamped by authorized school principals/kitchen managers.
3. Document and report any lost, damaged, short-delivered, or rejected goods during transport; log Incident and Non-Conformity Reports as required.
4. Track end-to-end commodity chain custody from central warehouse/supplier to point of consumption to maintain full traceability.

E. Asset & Equipment Tracking:
1. Maintain and continuously update the project Asset and Equipment Tracking Register, recording tag numbers, physical locations, item conditions, and assigned custodians.
2. Prepare asset handovers, return slips, internal transfer forms, and custody declaration documents for all tools and devices.
3. Conduct routine physical asset inspections, identify maintenance needs, and arrange repairs with authorized workshops upon supervisor approval.

F. Documentation, Archiving & Reporting (Audit Trail):
1. Establish and maintain an organized physical and digital archiving system for all supply chain documents (PRs, RFQs, POs, GRNs, Waybills, Asset Custody Forms, Payment Vouchers).
2. Update logistics software trackers, stock ledgers, vehicle logbooks, and distribution databases daily.
3. Compile clear, accurate daily, weekly, and monthly logistics summary reports detailing dispatches, inventory status, challenges, and resolved issues.
4. Ensure complete, clean, and sequential document archiving to guarantee immediate audit trail readiness for internal and external (WFP) auditors.

G. Safety, Quality, PSEA & Policy Compliance:
1. Enforce strict adherence to HDP procurement, financial, anti-fraud, anti-corruption, conflict of interest, and Code of Conduct policies.
2. Comply with food hygiene standards, safe transport practices, and health guidelines; immediately report any risk threatening food quality or beneficiary safety.
3. Maintain full commitment to Protection against Sexual Exploitation and Abuse (PSEA), Child Safeguarding principles, confidentiality, and beneficiary dignity.
4. Provide full cooperation during audit checks, inventory verification visits, and monitoring field assessments.

A. Operational Support & Daily Logistics Planning:
1. Assist in drafting daily and weekly movement, supply, and distribution plans; update tracking sheets in coordination with the Logistics Officer.
2. Monitor vehicle readiness, driver schedules, and distribution routes; log loading, departure, and arrival timestamps, noting any operational delays or route deviations.
3. Coordinate proactively with central kitchens, target schools, and warehouses to ensure site readiness for dispatch and receipt as scheduled.
4. Escalate anticipated operational risks, vehicle breakdowns, or logistics bottlenecks to the direct supervisor immediately.

B. Procurement Support & Vendor Coordination:
1. Collect price quotations from local suppliers, assist in preparing administrative procurement support paperwork (RFQs, Comparative Bid Sheets, PR forms) without exceeding authorization thresholds.
2. Follow up on approved Purchase Orders (POs), contracts, and delivery schedules with vendors; notify Logistics Officer of any supply shortages or compliance gaps.
3. Receive, review, and verify supplier invoices, delivery notes, and payment claims, filing full document copies before submitting to Finance.
4. Maintain and update an active database of qualified local vendors, service providers, and repair workshops, conducting routine price checks to secure optimal value.

C. Inspection, Receiving, Storage & Inventory Management:
1. Inspect and verify incoming food and non-food goods against approved POs, technical specifications, quantity manifests, and supplier delivery notes.
2. Ensure proper warehouse management standards: clean storage environment, adequate ventilation, palletization, pest control, and segregation of goods to prevent contamination.
3. Monitor batch numbers, manufacturing dates, and expiration dates, strictly enforcing FEFO (First-Expired, First-Out) and FIFO principles for food commodities.
4. Conduct regular physical inventory stock counts (monthly and spot-checks), reconcile physical stock with stack cards/ledgers, and report variances immediately.
5. Issue early warning notices regarding low stock levels, approaching expiration dates, or damaged stock.

D. Food & Non-Food Supply Distribution:
1. Supervise the loading, transport, and offloading of daily food supplies to 55 targeted schools and central kitchens according to approved allocation plans.
2. Verify delivery completion, ensuring waybills and Goods Received Notes (GRNs) are fully signed and stamped by authorized school principals/kitchen managers.
3. Document and report any lost, damaged, short-delivered, or rejected goods during transport; log Incident and Non-Conformity Reports as required.
4. Track end-to-end commodity chain custody from central warehouse/supplier to point of consumption to maintain full traceability.

E. Asset & Equipment Tracking:
1. Maintain and continuously update the project Asset and Equipment Tracking Register, recording tag numbers, physical locations, item conditions, and assigned custodians.
2. Prepare asset handovers, return slips, internal transfer forms, and custody declaration documents for all tools and devices.
3. Conduct routine physical asset inspections, identify maintenance needs, and arrange repairs with authorized workshops upon supervisor approval.

F. Documentation, Archiving & Reporting (Audit Trail):
1. Establish and maintain an organized physical and digital archiving system for all supply chain documents (PRs, RFQs, POs, GRNs, Waybills, Asset Custody Forms, Payment Vouchers).
2. Update logistics software trackers, stock ledgers, vehicle logbooks, and distribution databases daily.
3. Compile clear, accurate daily, weekly, and monthly logistics summary reports detailing dispatches, inventory status, challenges, and resolved issues.
4. Ensure complete, clean, and sequential document archiving to guarantee immediate audit trail readiness for internal and external (WFP) auditors.

G. Safety, Quality, PSEA & Policy Compliance:
1. Enforce strict adherence to HDP procurement, financial, anti-fraud, anti-corruption, conflict of interest, and Code of Conduct policies.
2. Comply with food hygiene standards, safe transport practices, and health guidelines; immediately report any risk threatening food quality or beneficiary safety.
3. Maintain full commitment to Protection against Sexual Exploitation and Abuse (PSEA), Child Safeguarding principles, confidentiality, and beneficiary dignity.
4. Provide full cooperation during audit checks, inventory verification visits, and monitoring field assessments.
 

أ. الدعم اللوجستي والتخطيط اليومي

1.    المساعدة في إعداد خطط الحركة والتوريد والتوزيع اليومية والأسبوعية وتحديث جداول التنفيذ بالتنسيق مع مسؤول اللوجستيات.
2.    متابعة جاهزية المركبات والناقلين ومسارات التوزيع، وتوثيق أوقات التحميل والانطلاق والوصول وأي تأخير أو انحراف.
3.    التنسيق المسبق مع المطابخ والمدارس والمخازن لضمان الاستعداد للاستلام والتسليم وفق الجداول المعتمدة.
رفع الاحتياجات التشغيلية والمخاطر اللوجستية المتوقعة إلى المسؤول المباشر في الوقت المناسب.

ب. دعم المشتريات والتنسيق مع الموردين
1.    جمع عروض الأسعار من الموردين المحليين، وإعداد الوثائق الإدارية المساعدة للمشتريات (طلبات الأسعار، كشوف المقارنة، طلبات الشراء)، دون تجاوز صلاحيات الاعتماد أو الترسية.
2.    . متابعة أوامر الشراء والعقود ومواعيد التوريد مع الموردين، وإبلاغ مسؤول اللوجستيات بأي تأخير أو نقص أو مخالفة.
3.    . استلام ومراجعة ومتابعة فواتير الموردين ومستندات الصرف في الوقت المحدد، ونسخ كافة أوراق المدفوعات للأرشيف قبل رفعها للإدارة المالية.. 
4.    المحافظة على سجل محدث لأداء وقوائم التواصل مع الموردين المحليين المعتمدين وورش الصيانة، وإجراء مقارنات الأسعار الدورية للحصول على أفضل الخيارات.

ج. الاستلام والتخزين وإدارة المخزون
1.    فحص واستلام البضائع والمواد الموردة من الموردين، ومطابقة الكميات والمواصفات الفنية والفواتير وسندات التسليم مع أوامر الشراء المعتمدة.
2.    التأكد من تطبيق مبادئ التخزين السليم، والنظافة، والتهوية، والفصل بين المواد، وترتيبها بما يحد من التلف أو التلوث.
3.    متابعة تواريخ الإنتاج والانتهاء وأرقام التشغيلات، وتطبيق مبدأ الأقرب انتهاءً يُصرف أولًا (FEFO) للمواد الغذائية.
4.    تنفيذ الجرد الدوري والمفاجئ للمخزون، ومطابقة الأرصدة الفعلية مع السجلات، ورفع الفروقات فورًا.
5.    إعداد تنبيهات مبكرة عن انخفاض المخزون أو قرب انتهاء الصلاحية أو وجود مواد تالفة أو راكدة.

د. توزيع الإمدادات الغذائية وغير الغذائية
1.    . متابعة تحميل ونقل وتسليم المواد إلى المطابخ والمدارس المستهدفة وفق خطط التوزيع والكميات المعتمدة.
2.    التحقق من اكتمال وثائق التسليم والاستلام وتوقيع الجهات المخولة، وإعادة النسخ المؤيدة إلى الأرشيف في الوقت المحدد.
3.    توثيق حالات النقص أو التلف أو الرفض أو التأخير أثناء النقل والتوزيع، ورفع تقرير حادثة أو عدم مطابقة عند الحاجة.
4.    المساعدة في تتبع الكميات من نقطة الاستلام حتى نقطة الاستخدام النهائي بما يضمن سلامة سلسلة التتبع.

هـ. إدارة الأصول والمعدات:
1.    إدارة وتحديث سجل تتبع الأصول والمعدات الخاصة بالمشروع، ومتابعة حركة ونقل الأصول بين المواقع والمستخدمين وإعداد نموذج نقل الأصول اللازم.
2.    المساعدة في ترميز الأصول، وإعداد نماذج التسليم والاستلام والنقل والإرجاع والصيانة والاستبعاد وإقرارات العهدة.
3.    تنفيذ الفحص الدوري للأصول والمعدات ورفع احتياجات الصيانة أو الاستبدال إلى المسؤول المباشر.

و. التوثيق والأرشفة والتقارير (مسار التدقيق)
1.    . إنشاء وحفظ ملفات ورقية وإلكترونية منظمة لجميع العمليات اللوجستية بما يضمن مسار تدقيق واضحًا وسهل الرجوع إليه (Audit Trail).
2.    إدخال وتحديث البيانات في سجلات المخزون، وتتبع التوريدات، وحركة المركبات، والأصول، وقواعد البيانات المعتمدة.
3.    إعداد تقارير يومية وأسبوعية وشهرية موجزة عن التوريدات والتوزيع والمخزون والحركة والمشكلات والإجراءات المتخذة.
4.    التأكد من اكتمال الوثائق وصحتها واتساقها قبل رفعها للمراجعة أو مشاركتها مع الأقسام المختصة وجاهزيتها للتدقيق.

ز. السلامة والجودة والامتثال
1.    الالتزام بسياسات المشتريات واللوجستيات والمالية ومكافحة الاحتيال والفساد وتعارض المصالح ومدونة السلوك.
2.    الالتزام بمتطلبات السلامة الغذائية والنظافة وسلامة التخزين والنقل، والإبلاغ الفوري عن أي خطر قد يؤثر في جودة الغذاء أو سلامة المستفيدين.
3.    احترام مبادئ الحماية من الاستغلال والانتهاك والتحرش الجنسي (PSEA)، وحماية الطفل، وعدم التمييز، والسرية.
4.    التعاون مع أعمال التدقيق والمراجعة والجرد والتحقق الميداني، وتقديم الوثائق المطلوبة ضمن نطاق المسؤولية.
 

Core Competencies:  

• Practical knowledge of logistics and supply chain procedures, warehousing, transportation, distribution, and procurement support
• Good ability in inventory management, applying FIFO and FEFO principles, and tracking batches/lots and expiration dates.
• Proficiency in preparing and organizing paper and electronic documents and records to meet audit trail requirements
• Ability to use Microsoft Office applications—particularly Excel, Word, and Outlook—as well as asset and inventory tracking logs or systems
• Basic understanding of food safety, quality, and hygiene requirements in storage, transportation, and distribution..

Functional Competencies:

• ntegrity, honesty, accuracy, commitment to confidentiality, and accountability.
• Organization, time management, prioritization, and the ability to work under pressure.
• Problem-solving skills and the ability to take corrective actions within the limits of authority.
• Effective communication, teamwork, and professional interaction with suppliers, transporters, and field teams.
• Flexibility, readiness for field work, and responsiveness to emergency operational requirements

I.    Education and Experience

• Bachelor’s Degree or Diploma in Business Administration, Supply Chain Management, Logistics, Accounting, or a related field.

Professional Experience:

• Minimum of 2 to 3 years of practical experience in logistics support, warehouse management, supply chain, or transport operations within I/NGOs.

Preferred Experience:

• Previous working experience in School Feeding, Food Security & Livelihoods (FSL), emergency food distributions, or central kitchen management is a distinct advantage.

Technical & Software Skills:

• Strong proficiency in MS Office (Word, Excel, Outlook). Demonstrated ability to operate asset trackers, stock registers, and inventory databases.

Language Skills:

• Native Arabic speaker with good working proficiency in English (written and spoken).

Additional Requirements:

• Ability and willingness to travel frequently across target districts in Taiz. Capability to work flexible hours in case of operational emergencies.