Procurement & Contracting Officer

• Location: Based in Aden with Frequent visits to Lahj
• Reporting to: Operations Manager / Project Manager
• Start date: ASAP
• Contract duration: 4 Months
• Contract type: Fixed term (full time)

The National Foundation for Development and Humanitarian Response (NAHR) is a not-for-profit and non-governmental organization (NGO) that was established June 2012 in Yemen. Our vision is a peaceful and stable Yemen free of poverty, in which all people have equal access to basic needs and human rights, and our mission is to provide an integrated humanitarian and development response to aid Yemen and other conflict-affected countries through a professional, neutral, and transparent approach. 
We aim to achieve our overall vision and mission by working to enhance local communities' development and stability through identifying structural causes of poverty, raising awareness, increasing access to basic services, and focusing on building citizens' capacities, especially women and youth, so as to enable their participation in the decision-making process that leads to sustainable development and a peaceful society within their developing and conflict-affected countries. NAHR aims to accomplish these goals through its seven core programs: Food Security and Livelihoods (FSL); Water, Sanitation, and Hygiene (WASH); Health and Nutrition; CCCM; Education; Gender and Protection; Shelter and Non-food items (NFIs); and Peacebuilding and Governance.
In the process of recruitment, selection, and appointment NAHR implement a range of procedures and actions including Criminal Background Checks/ International vetting/Certificate of good conduct to ensure children and vulnerable adults are safeguarded and abuse is prevented.
NAHR has zero tolerance on sexual exploitation and abuse. All employment offers are conditional upon the receipt of satisfactory references and the signing our code of conduct, Safeguarding Policy with a particular focus on Protection from Sexual Exploitation and Abuse and Child Safeguarding. This position will also be subject to robust reference and background screening checks.
NAHR is committed to the highest standards of openness, probity and accountability, as outlined in it’s own internal Code of Conduct and through signing up to the Core Humanitarian Standards. The Code of Conduct requires trustees, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of NAHR, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws, regulations and our Code of Conduct.

Purpose and Scope of the Role

The Procurement & Contracting Officer will be responsible for coordinating and ensuring the effective implementation of all logistics, procurement, and fleet-related activities for the project, while ensuring compliance with NAHR’s policies and procedures. The role provides logistical support to the project’s field office and contributes to building the capacity of field logistics assistants. The position requires proven experience working within the project’s operating environment, sound knowledge of the local market and supplier and service-provider landscape, and strong experience in maintaining supplier databases, managing the full procurement cycle, and preparing, evaluating, and analyzing tenders and bids. Procurement & Contracting Officer reports directly to the Operations Manager. This is a full-time position based on a 40-hour workweek, with flexibility required in response to changing humanitarian needs, the evolving conflict context, and funding availability.

Main Tasks 

Technical Support and Management:

• Prepare procurement procedures in accordance with the rules, regulations and manuals adopted in coordination with the program.
• Prepare various procedures around project implementation within NAHR’s Procurement Policies, including direct or urgent purchases 
• Prepare Technical Request for Proposals (RFPs), all Tender documents and sharing in tender analysis in coordination with the project manager, Program Manager and operations manager.
• Prepare the logistic plan for projects and follow-up and update it by monthly 
• Record purchases within NAHR’s procurement documents in order to prove materials purchased are classified and entered in the financial system 
• Follow-up and monitor purchased materials to ensure proper procurement and distribution to warehouses in accordance with invoices, specifications and purchase contracts 
• Document, control and execute receipt of invoices received from suppliers.
• Match supplier invoices with warehouse’s purchase orders and receipt of supplies, issued by administration, and indicate supply’s safety.
• Match the total balance of the inventory control record with the balance in the system.
• Keep inventory of suppliers' debts whose period has expired with periodic reports.
• Create a file for each resource needed/ordered, containing all correspondence and agreements between NAHR and the supplier. Make sure all files are consistently labelled, indexed and organized to facilitate accessing and referencing it.
• Preparation and ending all documents related to the project first, without delay, and prepare a monthly report.
• Ensure sound management for fleet and staff movement activities
• Follow up and ensure timely release for transportation costs

Reporting and Coordination

• Assist Operations Manager in preparing the procurement plan.
• Participate in the Inventory Committee periodically, and, at the end of the year, in coordination with the Warehouse Manager, match the inventory results with inventory control records and search for discrepancies (if any) and report them.
• Coordinate with the Project Manager, Field Officers, and Supervisors to identify stock gaps and ordering needs to ensure supplies are fully stocked for corresponding projects.

Administrative Duties

• Review the invoices received from suppliers and match them with suppliers' contracts, identify any discrepancies, if any, and follow them up.
• Follow-up late invoices with suppliers.
• Report on non-moving, slow-moving, obsolete and stagnant items.
• Other duties as assigned.

The role of the Procurement & Contracting Officer is not limited to the specific duties mentioned above. It is subject to change with the evolution of the conflict and in accordance with NAHR’s vision and mission. As such, the Procurement & Contracting Officer is required to manage all unforeseen issues and circumstances in relation to NAHR’s logistical support functions and should remain adaptable to perform responsibilities that may not be mentioned above, as and when required.

Qualifications and competencies:

Essential

• Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or a related field, with a minimum of Four years of relevant experience in logistics and procurement within a humanitarian or development context.
• Proven experience working in Aden, with strong knowledge of the local operating environment, market conditions, suppliers, and service providers, including experience in developing and maintaining supplier databases.
• Strong experience in managing the full procurement cycle, including procurement planning, supplier sourcing, tender and RFP preparation, technical and financial bid analysis, contracting, delivery follow-up, receipt, documentation, and procurement file closure.
• Sound knowledge of logistics, fleet, warehouse, asset, and inventory management procedures, as well as procurement compliance, transparency, competitive bidding, and value-for-money principles.
• Proficiency in procurement or inventory-management systems and Microsoft Office applications, particularly Excel and Word.
• Experience coordinating with relevant stakeholders, including UN agencies, INGOs, NNGOs, government authorities, suppliers, and service providers.
• Proficiency in Arabic and English, with strong communication skills and commitment to NAHR’s values, policies, humanitarian principles, integrity, and prevention of conflicts of interest.
• Good level of technical skills in mechanics/IT/Communications/construction or other desired
• Experience with field level coordination with other stakeholders UN, INGOs, NNGOs and government
• Commitment to the aims and principles of NAHR.
• English and Arabic language proficiency (speaking, reading, writing)

Desirable:

• Politically and culturally sensitive with qualities of patience, tactic and diplomacy
• Excellent communication skills: written and oral 
• Flexible and able to work well under pressure
• Capable of working collaborative with team members to achieve results
• Relates and works will with people from different cultures, genders, religions and backgrounds