Job Description

Position: Logistic Assistant
Position Type: Full time.
Duty Station: Marib / Aljwaf
Duration of Contract: 9 months.
Supervision: Direct supervision of Project Manager.
Deadline: 23 December,2024

I.    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.

Summary of the project

The Life-saving shelter Assistance to the conflict-affected communities in Marib City district, Marib Governorate and Khab Wa Ash Sha'f district under Al-Jwaf governorate project Funded by the Yemen Humanitarian Fund (YHF) will provide life-saving shelter assistance to communities affected by conflict in Marib City district, Marib Governorate, and Khab Wa Ash Sha'f district in Al-Jwaf governorate. The project responds to the urgent needs of vulnerable communities exacerbated by recent floods and storms, which have resulted in widespread displacement, food insecurity, and increased protection risks. Improve living standards and resilience through the provision of shelter, NFIs (Non-Food Items), and access to safe water and sanitation facilities. Prevent and mitigate protection risks, particularly for women, girls, boys, and men, through the implementation of effective protection measures and community engagement.

Duties and Responsibilities:

Logistic assistant is a national staff. He/she will take charge of the procurement, facilitate production of supply plans, update suppliers’ database etc. The unit cost is the gross salary which includes the social insurance contribution, Income Tax. He/She will work fully time to OCHA project. the position will be dedicated in Marib/Aljwaf.
Under the direct supervision of Project Manager, the Logistic assistant, will undertake the following tasks:

• Carry out periodically local market surveys to ensure a full knowledge of availability and price of local items.
• Assist in the preparation and advertising of tender documents at approved sites.
• Review purchase orders and ensure that they are approved by the addressees before you start purchasing procedures.
• 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.
• Follow up on the project's car traffic.
• 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.
• Archive all transactions for purchases and save them in a safe place by making a paper and other electronic copy.
• Perform any other tasks assigned by the direct manager.

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 and 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.

II.    Education and Experience:

• A university degree in management, accounting, or related field OR Minimum 3 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.