Job Description

About SOUL

SOUL for Development is a national NGO, founded in February 1997 by a group of Yemeni professionals out of their desire to achieve a higher quality of life for Yemeni women and children. Since its inception, it has implemented over 80 development interventions in 18 out of Yemen's 22 governorates, benefiting over 5, 500,000 people. As a result, the organization has established itself among the most effective civil society organizations in Yemen that are working on health, education, and WASH issues in support of women, children, and youth. Operating out of its Headquarters in Sana’a and its offices in Taiz and Aden, SOUL, provides critical educational, health, and WASH services to urban and rural communities. 

Job Information

• Job Title:  Admin and Logistic Assistant (3)
• Location: Sana’a - Al Hudaydah(Bajil) - Al Mahwit
• Contract Type: Full Time.
• Contract Duration: 5 Month.
• Start Date: As soon as possible.

Key Responsibilities:

Logistics Duties:

• Contributes to procurement process for office property, expendable supplies and services.
• Foresees needs, recommends solutions and conducts tendering procedures as appropriate.
• Ensures full compliance and application of standard procurement rules, procedures and best practices.
• Updates the field office procurement plan.
• Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders.
• Plays an active role in the preparation training and workshops (quotations, bookings, logistical support, accommodations, venue set up, transport arrangements, etc).
• Maintains administrative and logistical files with necessary confidentiality where required.
• Take overall responsibility to provide logistics and administrative support for project team for smooth functioning of project activities.
• Make proper documentation of all cash disbursements and submit to replenish the fund.
• Process for all payments related to procurement, logistics and routine transactions according to SOUl’s policy and guidelines for project.
• Maintain inventory database for assets, office supplies.
• Perform other related duties as assigned.

Administrative Duties:

• Maintain staff attendance including recording of staff leaves.
• Organize meetings and act as the secretary to project meetings/prepare minutes.
• Maintain safe and easy archiving mechanism of all project documents.
• Handle requests for information and data related to the assigned project.
• Support all project daily administrative activities.
• ·Support the circulation of relevant information, reports memos, and any other related documentation as well as with the partners and other stakeholders.
• Schedule and coordinate meetings, appointments, and workshops related to project activities.
• Maintain staff attendance including recording of staff leaves.
• Processes the advance clearance and reviews its supporting documents.
• Ensure all financial documents are in order.
• Manage records, file invoices, receipts, delivery orders and contracts.
• Assist the Accountant in keeping track of all contracts and ensures that payments and repayments are made on time.
• Participate in periodic inventories of project/office fixed assets.

Qualifications & Experience:

• Bachelor’s degree in Business Administration or similar sector.
• At least 2 years’ experience in the admin and logistic sector.
• Excellent computer skills including the usage of Microsoft office.
• Excellent usage of Advanced Excel.
• File Archiving skills.
• Training and Excellent Implementation of the archiving systems of the organization.
• Very good business correspondence skills.
• Very good communication and interpersonal skills.