Job Description

• Job Title: Logistic Assistant
• Location: Al Hodeidah
• Duration: 11 Months
• Date of Issue: 23 December 2024
• Closing Date for Applications: 31 December 2024

Background

Jeel Albena Association for Humanitarian Development known as (JAAHD) is a National and Non-Governmental Association emerged in wake of the humanitarian crisis to help communities affected by conflict in Yemen. It provides emergency relief and direct assistance for the conflict-affected populations, IDPs, host communities, vulnerable groups and those people caught up in extraordinary life-threatening situations. JAAHD has a presence in Al Hudaydah, Hajjah, Almahweet & Raymah with the aim of building up protection capacities for people in displacement and finding durable solutions for them upon return.

General Summary:

The Logistic Assistant will support logistics operations for the shelter and NFI (Non-Food Items) project, including the distribution of NFIs and ESKs (Emergency Shelter Kits) across Alluhayah, Al Jarrahi, and Al Hali districts – Hodeidah Governorate. Responsibilities include procurement management, supply plans production, and supplier database updates. The Logistic Assistant also plays a key role in procurement processes, tender documentation, ensuring proper storage conditions, and maintaining logistics documentation.

Duties and Responsibilities: 

• Take charge of procurement processes and facilitate the production of supply plans.
• Update the suppliers’ database regularly.
• Carry out periodic local market surveys to ensure full knowledge of the availability and price of local items.
• Assist in the preparation and advertising of tender documents at approved sites.
• Participate as a facilitator in the evaluation of bids and proposals, ensuring all necessary documentation is complete.
• Review purchase orders and obtain the necessary approvals before initiating purchasing procedures.
• Handle all project and operational requests, POs (Purchase Orders), contracts, and payment vouchers with proper tracking.
• Open a registry of all incoming Purchase Requests (PRs) to the logistics department and establish a tracking file for easy search of their outcomes.
• Ensure all orders are tracked from the point of planning and request through to final receipt.
• Communicate with budget holders and requesters on approvals and clarifications for their request orders.
• Maintain accurate inventory records of NFI and ESK kits.
• Archive all transactions for purchases and save them in a secure place both in paper and electronic formats.
• Prepare and submit payment requests related to utility bills, internet bills, landline bills, and others before the end of the month.
• Assist in warehouse management, including materials inspection processes.
• Monitor and supply office supplies and cleaning materials when needed.
• Ensure proper storage conditions and stock organization.
• Coordinate the loading, offloading, and transportation of relief items from warehouses to distribution points.
• Prepare distribution plans and maintain logistics documentation.
• Participate in the joint verification of procured goods and equipment to ensure conformity to technical specifications and quantities.
• Follow up on the project’s vehicle traffic log sheets.
• Update trackers and prepare monthly procurement reports.
• Perform any other tasks assigned by the line manager.

Qualifications and Requirements:

• A university degree in management, accounting, or related field.
• Minimum of 2 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.
• Strong understanding of supply chain operations and inventory management.
• Familiarity with local market conditions, pricing, and availability of goods.
• High level of integrity and adherence to ethical standards in procurement and logistics operations.
• Careful attention to detail for accurate inventory records, documentation, and compliance with procurement policies.
• Competence in using logistics software, inventory management systems, and basic office software (e.g., Microsoft Office Suite).
• Good knowledge of written and spoken English.
• Ability to address logistical challenges, coordinate distribution plans, and ensure timely delivery of relief items.