Job Description

Position:        Supply Chain & Operations Coordinator 

Location:       Yemen – Country Office

Supervision of: Logistics/Procurement, IT and Administrative System

Reports to: Supply Chain & Operations Manager (SCO Manager)

Duration: Until March 31, 2025 Renewable based on fund availability and performance

Reference: HR-24-23

Note: Position is open for Yemeni Nationals only. 

ABOUT RI:

Relief International is a humanitarian and development non-profit agency that provides emergency relief, rehabilitation, and development assistance to communities worldwide. RI partners with communities in fragile settings to save lives and build resilience, dignity, and long-term well-being. All communities in fragile settings can achieve long-term well-being.

Position Summary:

Under the direct supervision of the Supply Chain & Operations Manager, the primary responsibility of the SCO Coordinator is to maintain and adhere to RI Operations policies and procedures in Country offices. Support existing team and SCO in day to day Supply Chain & Operations compliance. The SCO Coordinator will be the focal point for overall Country supply Chain & Operations Management and Planning including supply chain management, warehouse management including stock and asset, oversight daily operations of the Country offices and field offices, knowledge-sharing and capacity-building of other team members is a high priority.

The SCO Coordinator will contribute to ensuring that RI’s commitment to improving quality and accountability in humanitarian work is upheld. The candidate and will endeavor to implement sustainable systems and transfer knowledge and skills to existing staff.

Key Country Offices of Accountability:

• Co-ordination and overall responsibility of all program procurement and logistics; develop the Country Office  procedures, guidelines and policies for the management of logistics (facilities, vehicles fleet and warehouses), vehicle fleets, communication systems, emergency preparedness, IT and asset in line with RI guidelines and procedures.
• Ensure that RI minimum standards of logistics /procurement /IT procedures and country policies are understood and adhered to throughout the Country Office program, briefing and training all relevant staff as required.
• Assisting the Program Managers  in developing the operation dept. elements of their project plans.
• Develop the annual field operation dept. strategy and implementation plan for the logistics teams.
• Work in close collaboration with members of the SMT, sharing information on the assessments and proposed interventions, providing overviews of logistics requirements for the development of project proposals and subsequent projects.

DUTIES AND RESPONSIBILITIES: 

Procurement

• Ensure awareness and adherence to all RI (and donor) policy and procedure on Procurement.
• Ensure all procurements follow a transparent, competitive and open process.  Commit to disclosure of any conflict of interest real or perceived.
• Liaise with all project managers, finance, and other departments to support in procurement planning.
• Ensure that an up to date and accurate tracker is maintained for all procurements from request to final receipt and closure of file.  
• Report weekly to the Country Office of all procurements through submission of tracker and summary report.
• Work with SCO Manager to launch or facilitate the tender process.  
• Support and participate in the office procurement committee review and agreement on selected supplier based on quotations.
• To ensure up to date and accurate filing and maintenance of logistics records for easy access and retrieval - Requisitions, RFQs, Bid Analyses, Purchase order forms, Contracts, Invoices, GRNs, Waybills, and (all other documents) both electronically and manually as may be required for audit trail.

Vehicle and Fleet Management

• Ensure all vehicles (and trucks for distributions) are well managed; ensure movements are planned and coordinated.
• Ensure rental vehicles are tracked and report on usage to ensure payments can be processed according to use and on time.
• Ensure Vehicle log sheets are in use in every single vehicle and are collected at the end of every month or the end of every rental contract.
• Ensure a summary of vehicle movements based on log sheet is completed every month.
• Ensure fuel consumption tracker for generators and prepare generator usage summary report.
• Ensure drivers adhere to and respect all vehicle policies and procedures as well as adhere to all local and national laws.

Warehouse/Stores

• Ensure proper storage and warehousing of assets and program stocks, including proper receiving and issuing of stocks, maintenance and updated bin cards.
• Ensure proper record keeping and safety of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as may be required for audit trail.
• Prepare warehouse report for Monthly and quarterly reports.
• Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
• Ensure strong collaboration and communication with CO and project sites for the receipt and delivery of all goods.
• Organize for casual labor when required at the warehouse (liaise with HR for recruitment and Finance for payment).  Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
• Ensure the warehouse is safe, clean and well organized at all times.
• Supports in distribution (on request).

Assets/IT

• In coordination with IT coordinator, Oversee the planning and process to ensure regular updates of the assets and equipment.  Prepare monthly, quarterly and annual reports.   Arrange for regular physical stock taking and spot checks for assets, stock and office equipment as per standard.
• Ensure up to date and accurate Asset tracker is in place for all items in the Country Office and sub offices.
• Ensure office set up adequately meets the needs of the project teams.  Ensure appropriate protection of all data systems are in place.

Administration

• Ensure smooth running of office and sub offices.  Up to date leasing and payments are completed on all running costs for the offices and guest house.
• Ensure the office is kept clean and consumables are tracked and stocked.
• Ensure appropriate travel permits are processed in timely manner. 
• Perform any other duties that have been requested by his Management

Qualifications and Requirements:

• Relevant university degree or higher education, preferably Business Administration, Management Sciences / Supply Chain Management.
• Proven, solid and relevant experience in supply/logistics work, preferably in the UN, INGO or private sector environment with a minimum 5 years international experience.
• Demonstrated ability to work under difficult conditions and a high degree of pressure;
• Proven experience in administration, security management and training.
• Significant political and cultural awareness and experience of working in settings where insecurity is a major issue
• Analytical skills and experience;
• Demonstrated leadership and management skills
• Significant understanding of complex emergencies and crisis contexts
• Awareness of gender and culture issues
• Proven communication, interpersonal and negotiation skills
• Fluency in the English language, Proficiency in the Arabic language is an asset
• Above average computer literacy

Personal qualities

• Ability to handle a large workload, work under pressure, independently and with limited supervision and work in a dynamic environment to meet deadlines.
• Ability and willingness to work and live under difficult circumstances
• Willingness to travel to all Country Offices of the country/region where the program is implemented, on a regular basis.
• Makes recommendations related to work procedures and implementation of management systems. Adhere to our Codes of Conduct and the four organizational values: Dedicated, innovative, inclusive and accountable

Safeguarding:

• Relief International has a zero-tolerance policy for unlawful harassment, sexual exploitation and abuse. Relief International is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse and sexual harassment.  
• All staff are expected to abide by the RI Code of Conduct.  
• Recruitment to all roles in Relief International includes criminal records self-declaration, references and other pre-employment checks, which may include experience and qualifications checks.  

RI VALUES: 

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and independence as well as “Do No Harm.” We value: 

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability