Job Description

• Job Title: Supply Chain & Logistics Manager
• Status: Full Time
• Location: Sana’a
• During:  One year - extendable based on fund availability and performance
• Staff: 1

ADO Overview

Abs Development Organization for woman and Child (ADO) is a well-established national, humanitarian, developmental, non-profit and non-governmental organization, founded in August 1996 by a group of Yemeni girls to provide a better life for women, children, and youths. ADO has been operating in Yemen for more than 28 years with an outstanding coverage to the deprived rural areas located on the coast of Tehama and other various areas in Yemen aiming to get rid of poverty and infectious diseases. Since its inception, ADO has implemented over 213 developmental and humanitarian projects. According to ADO latest cumulative statistics, by end of the year 2021, a total of  6,695,412 people were benefited from these interventions. Consequently, the organization has established itself among the most effective civil society organizations in Yemen that are working on issues related to livelihood, health, education, and WASH supporting women, children, and youth. Operating from its Headquarter office in Sana’a, and through its branch offices in Al-Hodeidah, Hajjah, Abs, Raymah Taiz and Aden, ADO provides educational, health, livelihood and WASH services to urban and rural communities. As ADO believes that women are the essence of life, it has devoted all its activities and programs to empower and educate women who will lead to a modern and just state. ADO also believes that protecting and caring for children will result in a prosperous future; free from crime and terrorism. Furthermore, ADO believes that youth are the potential and driving force of any modern civil society.

Job objectives/ Scop: 

This management position aims to manage the supply chain and logistics support of the organization, oversee the supply chain strategy, logistics and procurement operations, and manage its team to ensure that best practices are carried out at the lowest cost, best quality and fastest time

Reported to: Associate Executive Director, Compliance and Grants Management

Duties and Responsibilities and wight     

Administrative organization and management

• General supervision, follow-up and support for all employees of this unit (procurement, logistics, contracts, stores, security and safety)
• Implement a sustainable and robust procurement and logistics system to efficiently and effectively provide logistical and procurement support to all organizational support programs and services.
• Supervise the control and proper operation of all procurement and logistics requirements for the organization's programs.
• Where appropriate, identify and introduce new procurement procedures and enhance existing practices to ensure efficient, timely and compliant supply of all items.
• Liaise and collaborate with senior management team and program managers on logistics and procurement matters.
• Provide procurement support to programs, including through input into proposals and participation in start-up meetings; contribute to donor proposals, budgets and reports, as appropriate.
• Attend internal strategic and planning meetings when required.
• Represent ADO to bidders, potential suppliers, NGOs and other donors.
• Develop relevant management procedures within the team; improve the flow of information within the department and with other departments and projects
• Ensure a proper logistics structure for the logistics and procurement department, with a clear definition of roles, responsibilities, tasks and action plans.
• Provide recommendations and technical support to field offices for recruitment, including drafting conditions and terms.
• Ensure adherence to ADO's code of conduct within the logistics and procurement function and assist procurement and logistics staff to ensure compliance with supply chain management rules and ethics.
• Full responsibility for any procurement process in the organization from the purchase order until the receipt and inspection of materials and disclaimer with suppliers.
• Update the list of suppliers periodically and according to the requirements and work on the verification process (completion of legal documents - nonexistence in the black lists, Vitting / Screening check) of any supplier that is contracted or purchased from.

Team Management

• Provide technical support and supervision to procurement/logistics teams in branches and the field.
• Organize a briefing for all new employees on logistics and procurement.
• Assist in the development and implementation of procurement plans with various program managers
• Coordinate the conduct of market studies necessary to manage and comply with procurement requirements.
• Oversee the preparation and maintenance of a database of local suppliers (list of suppliers approved by ADO), clarifying the standards of quality, price, service, ethics, etc.
• Undertake centralized procurement at the request of field offices – ensure that procurement and logistics conditions are in place in each field office for proper planning, implementation and follow-up of the supply chain
• Verify compliance with the request for quotation procedures
• Responsible for coordinating and respecting the procurement procedures.
• Provide support in drafting exceptions; coordinate exceptions that apply to multiple field offices.

Training/Capacity Building:

• Identify needs and ensure training and capacity building for logistics and procurement team members in order to increase the level of technical ability and skills within the department.
• Organize and deliver basic awareness meetings/training in procurement/logistics based on the needs.
• Coordinate and adapt the training process, including the identification of needs.
• Provide technical support and supervision to field offices in warehouse management.
• Supervise the proper management of warehouses and ensure the implementation of ADO standard warehouse management procedures to operate all its warehouses.
• Responsible for disseminating rules, tools and documents and ensuring compliance with safeguarding principles.

Logistics and Procurement Unit:

1- Contracting

This is the responsible for the procurement and management of contracts for purchasing goods and services from contractors and service providers (consultants, builders, drivers, professionals, etc.).

• Review all contracts in the Logistics and Procurement Unit.
• Legal review of all contracts in the Logistics and Procurement Unit
• Follow-up contracts and register them in the ERP system.
• Comply with all ADO contracting policies and regulations.

2- Logistics and Procurement Department:

• Monitor infrastructure maintenance and inventory management activities in accordance with ADO's procurement policies and procedures.
• Ensure that facilities are examined and followed up under the supervision of the direct manager through daily follow-up of facilities and reporting any anomalies or problems.
• Assess rehabilitation needs and follow up the rehabilitation work of secondary facilities in accordance with the instructions of the line supervisor; verify that the facilities comply with security standards and monitor the consumption of vehicles/machinery/mechanical and electrical devices according to the procedures prepared for this.
• Follow up and solve the problems of all logistics and daily purchases.
• Attend the meetings of the clusters for procurement and logistics and submit reports to the direct manager and senior management.
• Plan with the line manager regarding the necessary inspection and maintenance of power systems/setup in accordance with the ADO standards.
• Coordinate and lead the procurement and logistics team under his/her responsibility which includes day-to-day supervision, monitoring the quality of work and defining each person's task, setting their own work schedules; organizing and leading team meetings; participating in the appointment of team members, attending logistics meetings and accounting for their activities.
• Prepare tender documents for the purchase of materials and request proposals for the selection of consultants.
• Ensure the maintenance of the vehicle fleet including planning and supervising the timely preventive and remedial maintenance of all project vehicles in accordance with ADO's standards and directing and monitoring drivers on correct driving habits and standard checks.
• Direct, train and participate in the implementation of their important, complex tasks and solve work problems.
• Manage and follow up orders that include all logistics orders coming from various departments; prepare and follow up orders in accordance with established procedures, carry out local procurement operations in accordance with the ADO procedures and policies and ensure the conditions for receiving shipping or incoming materials as well as organize and prepare materials before they are shipped.
• Contribute to the training and support of the logistics team on writing and reporting on procurement, vehicle movement and information technology and submitting them on a monthly basis in accordance with ADO's procedures.
• Assist the Operations Manager to establish and maintain collaborative relationships with suppliers, programs, finance, HR and Management.
• Continuously save, update and maintain documents, records, files and reports related to his work.
• Evaluate employees under his management periodically.
• Prepare the monthly report and deliver it to his line manager.
• Perform any other tasks assigned to him by the line manager.

3- Stores and Warehouses Department:

• Provide technical support and supervision to field offices in warehouse management.
• Supervise the proper management of warehouses and ensure the implementation of ADO standard warehouse management procedures to operate all its warehouses.
• Responsible for disseminating rules, tools and documents and ensuring compliance.

4- Security, Safety and liaison: 

• Coordinate with local and international organizations as well as UN agencies in obtaining updates on a timely basis regarding security and safety.
• Supervise, follow up and implement security and safety policies, standard operating procedures (SOPs) and policies/manuals related to the safe implementation of program activities and ensuring that employees are guided on safety awareness and procedures.
• Track arrival and operations and monitor employees during field movements.
• Coordinate with the security and safety officer on various safety e.g. staff movement, safety and security assessment in the head office and branches.
• Prepare reports on security and safety periodically and submit them to the line manager and senior management according to ADO policies and procedures and the requirements of donors.
• Report incidents according to the issues that occur with all employees according to ADO policies and procedures and the requirements of donors.
• Document incidents and analyze all events affecting security, safety and reporting.
• Supervise, follow up and verify the implementation of security and safety in the organization.
• Follow-up maintenance to maintain security and safety for all ADO offices.
• Contribute to providing a safe and healthy environment for all ADO employees in the head office and all branches.

5- Transportation:

• Responsible for the transfer of supplies from the Office of Public Management to the field offices.
• Establish the rules regarding transportation and remain responsible for compliance.
• Provide technical support in the field of transportation.

6- Guarding and security of offices:

Follow-up and supervise the implementation of the mechanism and policy of guarding and security of the offices and evaluate the employees of this section.
Any other tasks requested by management

Supervision:    

The management staff at the main center and branches are supervised:

• Contracting officer
• Logistics officers
• Store and warehouse officers
• Security, safety and communication officer   

Career Path/ Career Cluster: Supply Chain Management & Logisticsالمؤهل

Experience and Qualifications    

• Bachelor's degree or higher advanced degree in logistics and procurement, supply chain management or similar.
• At least 7 years of supply chain experience or a similar role preferably in the humanitarian field.
• Experience in logistics management and coordination in supply chain management (procurement, tendering, contracting, clearance, transportation, warehousing, etc.), fleet/transportation management, asset management and distribution support.
• Strong knowledge of donor guidelines and procedures (UNHCR, UNICEF, HRM, DANIDA, EUHA).
• Fluency in spoken and written English 
• Experience a flexible approach to managing and prioritizing large workload and multitasking in a fast-paced environment with tight deadlines
• Proactive experience in identifying and addressing issues
• Experience in building and developing the capacity of logistics staff (including partners) through trainings, mentoring support, training, etc

Skills    

• Planning, business organization and time management 
• The skill of evaluating projects and employees 
• Negotiation skills.
• Communication skills.
• Ability to make decisions 
• Analysis skill 
• Ability and flexibility to understand the cultural and political environment and establish working relationships with local authorities, civil society, national NGOs and the private sector.
• Good training skills and commitment to national staff development
• Previous experience in conflict zones and the complex humanitarian environment involving strong security problems.
• Excellent computer skills.
• Teamwork skills, stress management and professionalism.

Gender: Male\ Female