Procurement Assistant

SDF - اليمن - Sana'a

Procurement Assistant

About SDF:

The Sustainable Development Foundation (SDF) is a non-governmental, voluntary, independent organization established in March 2015, officially registered at the Ministry of Social Affairs as per license (99). As SDF has been present in Yemen since 2015, it has experience implementing emergency child protection and education responses, including women and youth empowerment. SDF has experience in handling large grants from international donors, such as UNDP, UNHCR, OCHA, WHO, SCI and ZOA. The Foundation has excellent national-level relations and has experience in coordinating with both national and international NGOs. It has offices, staff and community-based committees in Hajjah, Sana'a, Marib, Ibb, Hudidah, Dhamar, Al-Bayda’a and Hadramout as well as solid experiences engaging with local communities from whom it gained acceptance and with whom it has collaborated in the past. In addition to that, SDF creates livelihood opportunities and community-based protection committees. Last but not least, the foundation is mainly focused on Sustainable Development Goals and Humanitarian Response.

Posted vacancy:  Logistics and Procurement Officer

Employer: Sustainable Development Foundation (SDF) – Yemen.

Place: SANA'A.

Position type: Full time – contract.

Position reporting to:  procurement manager.

Starting Date: ASAP.

Post date: 28th, Dec. 2020

ROLE PURPOSE:

Under the direct line management of Logistics/procurement manager (L.M) the role will play a pivotal role to assist L.M in harmonizing logistical processes including procurement, warehouse and inventory, GIK and asset Management. Work with LM, Finance, and Program teams to ensure systems and procedures are adhered to, reviewed, and updated as appropriate.

KEY AREAS OF ACCOUNTABILITY:

  • Support the field office with logistics requests as guided by the SDF Logistics Manager.
  • Provide advice and support to the program on logistics whilst providing timely reports including Weekly Procurement Tracker and Monthly KPI reporting.
  • Ensure systems in place to monitor pipeline and procurement expenditure on a monthly basis and finance monthly payment projections and program procurement plan.
  • Ensure that SDF minimum standards and logistics policies are implemented and that the requirements of the donor are also adhered.
  • Carry out any required procurement, including Emergency Procurement, in compliance with SDF Standard guidelines, procedures and forms (Purchase Orders, Goods Received Notes, etc.
  • Provide logistics support to Logistics staff based on agreed priorities
  • Plan and follow up FWA for the office to facilitate work and service delivery.
  • Support fleet in managing the fuel stock in SDF office and related reports.
  • Assist in coordination with procurement requesters, warehouse responsible, and suppliers on the reception of goods.
  • Establish a good relation with suppliers, and assist in building up a detailed suppliers’ database with their related documentations.
  • Support in control and lead the asset management for SDF office.
  • Update, monitor and coordinate all Gift-In kind (GIK) management issues at area level as well as provide support to field logistics team; this includes safety / security and timely reporting as per respective donor prerequisites and SDF GIK management procedures.
  • Establish a robust filing system for all fleet monthly reports, vehicles Framework contracts, vehicles documents including electronic back up.
  • Assist LM to update and analyze logistics Trackers Data on monthly basis to gauge the guidelines are in place
  • Track procurements including cargo movements and monitoring of supply “pipeline” to ensure more timely deliveries.
  • Assist in implementing effective stock management and administration systems, thoroughly monitoring stock levels and advising on appropriate stocking and replenishment to meet project demands.
  • Ensure good work documentation including archive and backup system.
  • Do any other tasks related to the job title whenever asked by line manager.
  • Initiate Invitations to Bid and collect quotations from suppliers as necessary
  • RFQs, Comparative Statements, Bid Analysis, Invoices, and Delivery Reports.
  • Updating of Vendor Database.
  • Follow-up with the finance section as well as vendors.
  • Manage inventory system.
  • Coordinate with his assistant to manage all transport requirements including Vehicle log book (VLB) fuel, maintenance, servicing and ensuring that all vehicles are fully equipped with toolkits, First Aid kits, and other relevant equipment for the short or long journey.
  • Directly supervise Procurement and Logistics Assistant.
  • Organize and participate in tender meetings & evaluations.
  • Prepare bids analysis and other bidding documents for approval.
  • Conduct negotiations with suppliers that is transparent and documented.
  •  to maintain up to date qualified supplier list
  • Keep general record of all complete Procurement dossiers: procurement tracking on ITBs/Tenders (planning, implementation, awarding, contracting).

BEHAVIORS (Values in Practice)

Accountability:

  • holds him/herself accountable for making decisions, managing resources efficiently, achieving and role modelling SDF values
  • holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for SDF, engages and motivates others
  • Future orientated, thinks strategically and on a global scale.

Collaboration:

  • builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • values diversity, sees it as a source of competitive strength
  • approachable, good listener, easy to talk to.

Creativity:

  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.

Integrity:

  • honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE

Essential

  • 1-3 experience in Logistics with NGO or similar field.
  • Experience in supply chain management, including procurement, transport and distribution, warehouse, stock management.
  • Experience of vehicle and fleet management (mechanical knowledge a plus)
  • Experience in distributions of NFIs and/or emergency food distributions
  • Excellent interpersonal and team skills
  • Excellent IT skills
  • Written and spoken Arabic and with a good working proficiency of English
  • Key flexibility for a roving role in a demanding, complex and insecure environment.
  • Commitment to and understanding of SDF’s aims, values and principles. To recognize the need to be independent, neutral and impartial when at all possible.
  • Relevant qualifications or training courses.
  • Commitment to and understanding of SDF’s aims, values and principles. To recognize the need to be independent, neutral and impartial when at all possible.
  • Relevant qualifications or training courses.
  • Commitment to and understanding of SDF’s aims, values and principles. To recognize the need to be independent, neutral and impartial when at all possible.
  • Relevant qualifications or training courses.
تاريخ النشر: ٢٨ ديسمبر ٢٠٢٠
الناشر: Yemen HR jobs
تاريخ النشر: ٢٨ ديسمبر ٢٠٢٠
الناشر: Yemen HR jobs