Job Title: Procurement Coordinator – Roster
Reporting to: Procurement Officer
Contract: 12 months
Place: Aden
Deadline: 10 Jan 2026

About Afaq Shababia Foundation (ASF)
ASF is a registered national NGO with the Ministry of Social Affairs and Labor, No. 271. Our mission is to contribute to youth and community development by implementing quality programs and building effective partnerships in accordance with best institutional practices. ASF began its work in Yemen in 2013 and has been implementing projects in four sectors: capacity-building, peacebuilding, governance, economic empowerment, and Protection.

Purpose of the Advertise
ASF is seeking to establish a roster of qualified and experienced Logistics Coordinators to be considered for future opportunities. This announcement does not relate to a specific vacancy but serves to identify and pre- assess potential candidates for current and upcoming project-based assignments. Qualified individuals who express interest and meet the required criteria will be included in a roster and may be contacted as relevant opportunities become available, depending on project needs, timelines, and thematic focus.

Purpose of the Job
Project Officers at ASF will be responsible for managing and overseeing the project procurement processes. This includes preparing and reviewing procurement documents, entering procurement data, and ensuring compliance with technical requirements necessary for implementation. The Assistant will adhere to financial and administrative policies, procedures, and regulations to maintain internal controls, safeguard project resources, and achieve set objectives while ensuring the highest levels of quality.
Additionally, the Procurement and Logistics Assistant will coordinate logistics activities, including the timely delivery of supplies and materials, and will follow up on all operational tasks assigned in the relevant operational plan.

Duties and Responsibilities

The Procurement coordinator will undertake the following responsibilities, ensuring effective and efficient procurement and logistics management:

• Initiate calls for supply and gather quotations from suppliers as needed to ensure competitive pricing.
• Collaborate closely with business teams to address all aspects of logistics and procurement, fostering strong interdepartmental communication.
• Schedule the transportation and delivery of project supplies to and from the field according to the prepared plan, ensuring secure transportation and safe arrival of goods.
• Execute procurement activities by approved guidelines and procedures, ensuring that all forms and templates are clear, accurate, and properly completed.
• Ensure compliance with organizational and donor policies and procedures throughout all procurement processes.
• Check the availability and pricing of required items in the local market, obtaining quotations to inform purchasing decisions.
• Prepare a weekly summary of all pending purchase orders, detailing the current status of items and expected delivery dates to the project.
• Ensure timely payment to all suppliers, verifying that all supporting documents for purchases and vouchers are complete and accurate.
• Coordinate and liaise with all project stakeholders in the field to guarantee the timely delivery of goods and services.
• Provide recommendations regarding contract renewals, cancellations, or extensions to suppliers as necessary.
• Send weekly activity plans and updates to the line manager via email to maintain clear communication.
• Ensure that all procurement activities are thoroughly documented, including public relations materials, purchase orders, requests for quotations, comparative data, analysis of offers, invoices, and delivery reports.
• Document all purchases with receipts and ensure that appropriate internal paperwork is completed promptly.
• Monitor and manage all goods and supplies used by the project field office, enabling effective, timely, and cost-efficient project implementation.
• Maintain an up-to-date Approved Supplier List file and renew the list for suppliers as needed.
• Work closely with colleagues and line managers to mitigate the risk of loss and fraud through transparent relationships and meticulous record-keeping.
• Update and maintain the vendor database to ensure accurate and current supplier information.
• Conduct supplier performance evaluations as needed to ensure quality and reliability in procurement.
• Implement effective file management and archiving systems to maintain organized procurement records.
• Follow up with the finance department and vendors to ensure smooth processing of payments and procurement activities.
• Develop and nurture positive relationships with the internal team, external suppliers, local authorities, other NGOs, and stakeholders, and foster cooperation and partnerships.
• Obtain necessary approvals for purchasing documents from relevant authorities to ensure compliance with organizational protocols.
• Facilitate the procurement committee meetings to streamline decision-making processes.
• Manage the project's inventory system, if applicable, to ensure accurate tracking and utilization of supplies.

Required Profile and Experience

.1. Education:

• University degree in a related field (accounting, business administration, etc.…)

.2. Professional Experience:

• Two years of post-qualification professional experience. Minimum 1 year of work experience in logistics, preferably in an NGO environment
• Previous work with an NGO. Experience working in a multicultural environment, preferably in the logistics sector
• Good English (spoken and written),
• Good administration, organization, planning, and time management skills
• Good communication and interpersonal skills
• Knowledge of supply chain management and other logistics functions
• The ability to encourage and motivate others
• Ability to operate in hostile environments and deal with conflict
• Ability to work under pressure and solve problems
• The ability to manage and perform more than one task at the same time
• A clear commitment to the principles of transparency, accountability and honesty 
• Strong ethics, with the ability to manage confidential data.
• Strong time management skills.