Job Description

Job Title: Logistics Officer
Status: Full-time
Duty Station: Sana’a – AL-Hodeida – Raymah (Roving) 
Duration:  1 Year
No. of Posts: 1

An Overview about ADO

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 27 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.

Supervisory responsibilities: Logistics Assistant/ Storekeepers/ Drivers-N2/ Security Guards-N2

Reporting to: Supply Chain and Logistics Manager

Position Overview:  Follow-up and ensure best logistics, supply chain and Procurement Support to project and office staff are provided to the end users/requestors with respect to timeline, cost and quality. Complying with the highest ethical and integrity and ethics.

Duties and Responsibilities

• Participating in developing procurement plans with the supply chain and logistics manager.
• Following up on the implementation of logistics service plans to ensure the quality of service provided and reduce expenses while complying with the instructions and controls of financiers.
• Directly supervising the client’s purchases of materials, works and services and following up on their receipt and storage in warehouses in accordance with the organization’s regulations and policies, by receiving purchase requests and ensuring that they meet all the required conditions and information and that they include the specifications and requirements of the concerned department.
• Auditing and analyzing the requested prices and quotations in partnership with the applicant and the concerned manager and approving them according to the table of powers.
• Screening vendors legal documents and reliability.
•  Preparing purchase orders after obtaining quotations and submitting them to the supply chain and logistics manager and the concerned person for approval after conducting the necessary analysis.
• Carrying out purchasing and negotiation operations in an effective manner that takes into account price, quality, supply dates, payment and service terms, and direct implementation in some cases.
• Following up on maintenance and services to contribute to increasing their effectiveness.
• Supervising the organization’s vehicle maintenance operations.
• Full supervision of the equipment and rehabilitation of the organization’s buildings, and taking the necessary measures to preserve these buildings.
• Recording in the inventory control books the movement of inventory based on the warehouse exchange order vouchers and the warehouse supply order vouchers.
• Doing periodic and unplanned Inventory for the stores with the warehouse/assets accountant and the financial manager and making adjustments resulting from the inventory process.
• Ensuring that medications are monitored in terms of cold transportation, cold storage, and monitoring of narcotic drugs and others, according to World Health protocols, authorities’ directives, and according to the MSDS for each type.
• Submitting lists of stored materials to the supply chain and logistics manager.
• Implementing the regulations governing warehouses.
• Maintaining and supervising the organization’s internal and external stores.
• Controlling the warehouse input and output process.
• Preserving and arranging the items in the warehouses in a good order, numbering them to facilitate quick access to them, and taking into account the natural factors (heat, humidity, rays, ventilation, spaces, etc.).
• Preparing periodic, monthly and annual reports on the progress of work in accordance with established rules and submitting them to the Director of Supply Chain and Logistics Support.
• Work to evaluate and develop the skills of workers under him and raise their efficiency.
• Follow up on the transportation of materials in safe and sound ways and follow up on clearance, transportation and insurance companies.
• Receiving procurement plans from projects and coordinating with them during their implementation.
• Evaluating the preparation of pre-qualification for suppliers and service providers, if necessary, developing the final list of suppliers and updating it periodically, as well as the black list, developing good suppliers and solving their problems with the supply chain and logistical support manager.
• Classifying suppliers according to their activity, and keeping records about them.
• Concluding agreements with suppliers and ensuring that the organization’s policies and regulations are followed.
• Monitor and negotiate merchandise prices, payment schedules and supply mechanisms.
• Follow up on any new items and contact suppliers in this regard.
• Participate in preparing and reviewing the general conditions of tenders, auctions and contracts and following up on their implementation.
• Preparing periodic and annual reports on the progress of work in accordance with established rules and submitting them to the Director of Supply Chain and Logistics Support.
• Perform complete archiving (electronic and paper) of all purchase transactions, and maintain a file for each transaction separately.
• Preparing the monthly report and submitting it to his/her direct manager.
• Any other tasks required by the job site or assigned by the direct manager.

Career Path/ Career Cluster: Supply Chain and Logistics Manager

Experience and Qualifications    

Minimum qualification required and experience:

• Bachelor’s degree in administration, management, logistics, supply chain, purchasing, accounting, or equivalent.

Minimum experience:

• Qualitative experience in the field of logistics, procurement and warehousing for a period of no less than 3 (three) years, preferably in the humanitarian field.
• Good level of English
• Familiarity with procedures and regulations related to tendering, contracts, purchases, warehouses, transportation, and customs clearance

skills    

Required skills:

•  Planning, business organization and time management
• Coordination and follow-up
• The ability to make decisions
• Strong Analysis skill
• Excellent computer skills and use of the automated financial system ERP
• Good knowledge of the market, types, innovations, offers and seasons
• Negotiation, communication and networking
• Teamwork skills, self-leadership and professional competence

Gender: Female /Male