Job Description

Job Title: Logistics Assistant 
Duty Station: Taiz and Al Daleah Governorates
Contract Type: [Full-time]
Duration: [8 Months]

Job Summary:

The Logistics Assistant, will be responsible for supporting the implementation of CCCM (Camp Coordination and Camp Management) and shelter activities in Taiz and Al Daleah Governorates. This role will play a critical part in coordinating the transportation, procurement, and distribution of materials and resources needed for the project. The Logistics Assistant will work closely with field and program teams to ensure the smooth operation of logistics processes, ensuring that necessary materials and equipment are delivered on time and in compliance with project requirements. This role is essential for the efficient management of logistical processes, ensuring the success of CCCM and shelter activities in the field.
________________________________________
Key Duties and Responsibilities:

1. Logistics Planning and Coordination:

• Prepare periodic plans and reports for logistics and procurement procedures in accordance with established rules, regulations, and manuals, in coordination with the project manager/program.
• Provide support to the program on logistics, including timely reports such as the Weekly Procurement Tracker and Monthly reporting.
• Ensure adherence to Deem standards, logistics policies, and donor requirements throughout logistics activities.
• Coordinate with the project manager/program to implement procurement procedures, ensuring compliance with organizational and donor guidelines.
• Assist in identifying and liaising with vendors and ensure all procurement processes meet organizational standards.

2. Procurement and Supply Chain Management:

• Carry out procurement, including Emergency Procurement, in compliance with Deem Standard guidelines, procedures, and forms (e.g., Procurement Requests, Purchase Orders, Goods Received Notes).
• Prepare, follow up, and supervise the movement of procurement requests (PRs), ensuring all required documents are completed according to organizational procedures.
• Manage the logistics and delivery of Shelter kits to Distribution Points, ensuring adherence to donor standards and requirements.
• Collect bids/quotations, evaluate quotations, and prepare bid summaries and contracts.
• Track procurements, including cargo movements and monitoring of supplies, to ensure timely deliveries.
• Manage and monitor stock levels and suggest appropriate stocking and replenishment strategies to meet project demands.

3. Logistics Support and Reporting:

• Ensure proper storage and warehousing of assets and program stocks, including receiving and issuing stocks, maintenance, and inventory management.
• Implement effective stock management and administration systems, including monitoring stock levels.
• Prepare and review procurement documents (purchase orders, invoices) for accuracy and completeness before forwarding for approval.
• Ensure proper record-keeping and safety of all items received in the warehouse (e.g., goods received notes, receipts, waybills, stock requests).
• Review and verify invoices from suppliers against contracts for discrepancies and follow up on any issues.
• Prepare weekly, monthly, and quarterly reports on purchases, spending, and stock management.
• Organize logistics processes including communications, transport, and administrative procedures for the organization’s operations.

4. Safety and Security:

• Ensure that safety and security protocols are followed for all logistics activities.
• Conduct field visits to CFW (Cash-for-Work) project sites to provide logistical assistance.
• Organize and supervise casual labor as needed at the site or warehouse, liaising with HR for recruitment and Finance for payment.
• Coordinate closely with field logistic teams to dispatch and receive program items on time.

5. Documentation and Communication:

• Establish and maintain a filing system for purchase orders, quotations, contracts, tenders, and internal purchase requisitions.
• Ensure all documentation is filed appropriately and easily accessible.
• Create a file for each resource needed/ordered, containing all correspondence and agreements between Deem and the supplier.
• Maintain strong collaboration and communication with project manager, logistic, and project sites for the receipt and delivery of all items.

6. Field Logistics Coordination:

• Assist in price-monitoring assessments and ensure competitive pricing for all purchases.
• Ensure timely delivery of purchased items to requesters and validate invoices with the admin team.
• Manage vouchers assistance distribution and ensure payments to vendors are completed on time without delays.

7. Other Duties:

• Participate in logistics assessments and identify logistics problems and solutions.
• Liaise with relevant departments/functions regarding delivery of supplies and keep all parties informed of changes.
• Assist in identifying vendors and negotiating contracts.
• Prepare all documents related to the project, including monthly reports.
• Coordinate closely with project Manager regarding budgeting of materials, equipment, and services.
• Perform other related duties as assigned by the Logistics Coordinator or project management.

Qualifications and Skills:

• Bachelor's degree in Logistics Management, Business Administration, or a relevant field.
• At least 2 years of work experience in logistics, especially in the context of humanitarian organizations or the humanitarian field.
• Ability to lead and motivate a logistics team to achieve goals and efficiency.
• Good understanding of laws and regulations related to logistics and shipping.
• Ability to analyze logistics problems and provide effective solutions.
• Strong communication skills with team members and external parties, effectively engaging with them.
• Strong organizational and time management skills to ensure smooth operations.
• Ability to organize and monitor inventory levels and control supplies.
• Ability to develop effective strategies for addressing logistics challenges.
• Proficiency in logistics information systems and related software.
• Negotiation skills with suppliers and logistics companies.
• Ability to deal with challenges and solve problems quickly and effectively.
• Commitment to responsibility and full accountability.
• Native Arabic with good written and spoken English.