Job Description

 TERMS OF REFERENCE

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.

Logistic Officer will Mainly responsible for implementing and evaluating all supply chains' logistical activities and procedures of the project in the planned time.

Duties and Responsibilities

Under the direct supervision of Project Manager, Logistic Officer, will undertake the following tasks:

• Carry out periodically local market surveys to ensure a full knowledge of availability and price of local items.
• Open a registry of all incoming PRFs to logistics department and establish a tracking file for easy search about their outcomes.
• Handle all project and operational requests PRF, PO, contract, and Payment voucher with proper tracking.
• Support procurement project and operational activities, (e.g., issue tenders, evaluate offers and negotiate/award contracts), following logistics manual and contributing to successful commodities or services.
• Communicate with budget holders and requesters on approvals and clarifications on their request orders.
• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Control the inbox for the reception of physical quotations in the office; sort them out by RFQs reference for actions.
• Participate as facilitator in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to technical specifications and quantities.
• In coordination with HR & Admin Officer, prepare and submit to Finance Department all payment requests related to Utility Bills, Internet Bills, Landlines Bills, and others, before end of the closure of the month.
• Monitor and supply office supplies and cleaning materials when needed.
• Update trackers and prepare monthly, procurement reports.
• Perform any other tasks assigned by the direct manager.

• إجراء دراسات استقصائية دورية عن الأسواق المحلية لضمان معرفة كاملة بتوافر المواد المحلية وأسعارها.
• فتح سجل لجميع نماذج طلبات الشراء الواردة إلى قسم الخدمات اللوجستية وإنشاء ملف في نظام المتابعة لسهولة البحث عن مخرجاتها.
• التعامل مع المشروع والطلبات التشغيلية وطلبات الشراء، ، والعقود، وإيصالات الدفع ورصدها بشكل صحيح
• دعم مشتريات المشروع  والأنشطة التشغيلية، على سبيل المثال)إصدار المناقصات وتقييم العروض والتفاوض/منح العقود( واتباع دليل الخدمات اللوجستية والمساهمة في توفير السلع أو الخدمات بشكل فعال.
• التواصل بالمعنيين عن  الميزانية ومقدمي الطلبات بشأن الموافقات والتوضيحات المتعلقة بأوامر طلبهم.
• التأكد من متابعة جميع الطلبات من نقطة التخطيط والطلب حتى الاستلام النهائي.
• مراقبة البريد الوارد لاستقبال عروض الأسعار الورقية في المكتب ؛ وفرزها حسب مرجع طلبات عروض الأسعار لاستكمال الإجراءات.
• المشاركة كعضو ميسر في تقييم العطاءات والمقترحات والتأكد من أن تقرير تقييم العطاءات والتقييم الفني ومحاضر المفاوضات والعقد التفاوضي في اختيار الاستشاريين يحتوي على جميع الحقائق والمعلومات اللازمة لتبرير التوصيات الواردة في التقرير.
• المشاركة في التحقق المشترك للسلع والمعدات التي تم شرائها والتأكد من أن السلع مطابقة للكميات والمواصفات الفنية
• إعداد جميع طلبات الدفع المتعلقة بفواتير الخدمات، وفواتير الإنترنت، وفواتير الهاتف الثابت، وغيرها، وتقديمها إلى الإدارة المالية قبل نهاية الشهر بالتنسيق مع مساعد الشؤون الإدارية والموارد البشرية. 
• متابعة توفير اللوازم المكتبية ومواد التنظيف عند الحاجة.
• تحديث نظام المتابعة وإعداد تقارير شهرية خاصة بالمشتريات.
• أداء أي مهام أخرى يكلفه بها المدير المباشر.

Core Competencies:  

• Demonstrates integrity by modeling the HDP’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of HDP.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favoritism.

Functional Competencies:

• Ability to frequently travel and work in hardship and non-accompanied locations.
• Analytical Thinking.
• Strong understanding of supply chain operations, inventory management.
• Excellent organizational and leadership skills, with the ability to effectively manage teams and coordinate multiple tasks.
• Flexibility and ability to work in busy environment.
• Attention to detail and ability to follow up on tasks to completion.

Education and Experience

• A university degree in management, accounting, or related field.
• Minimum 5 years work experience with NGOs in supply chain management, good knowledge of purchasing systems and knowledge of donor regulations and Tender and Bidding Yemeni Law.
• Computer skills in both Arabic and English Languages.
• Good knowledge of written and spoken English.