Job Description

Logistic Assistant

About SDF:

The Sustainable Development Foundation (SDF) is a non-governmental, voluntary, independent organization established in March 2015, officially registered at the Ministry of Social Affairs as per license (99). SDF has been present in Yemen since 2015, it has experience implementing emergency child protection and education responses, including women and youth empowerment. SDF has experience in handling large grants from international donors, such as UNDP, UNHCR, WFP, OCHA, WHO, SCI and ZOA. SDF has excellent national-level relations and has experience in coordinating with both national and international NGOs. It has offices, staff and community-based committees in Hajjah, Sana'a, Marib, Ibb, Hudidah, Dhamar, Almahweet, Al-Bayda’a, and Hadramout as well as solid experiences engaging with local communities from whom it gained acceptance and with whom it has collaborated in the past. In addition to that, SDF creates livelihood opportunities and community-based protection.

Posted vacancy: Logistic Assistant

Employer: Sustainable Development Foundation (SDF) – Yemen.

Doner: IMC

Position Type: Full-time contract.

Position reporting to: Logistic Officer.

Starting Date: ASAP.

Postdate: Apr 05th, 2024

Closing date: Apr 14th, 2024

Number of Positions: 1

DUTIES AND RESPONSIBILITIES:

• Fleet Management: Assisting the logistics officer in effectively managing and documenting all fleet activities at the institutional and project levels, in accordance with Sustainable Development Foundation (SDF) procedures and guidelines.
• Inventory Management: Assisting the logistics officer in effectively managing warehouse operations, inventory monitoring, and tracking in accordance with SDF procedures.
• Asset Management: Assisting the logistics officer in managing all assets (equipment, furniture, machinery) with regular inventory checks and monitoring at the institutional and project levels.
• Ensuring all institutional buildings (offices, residences, warehouses) are in good condition and monitoring rental payments.
• Supporting documentation requests with appropriate storage and tracking mechanisms as required by the office.
• Assessing all drivers.
• Ensuring vehicle readiness for use at all times.
• Preparing monthly vehicle reports and submitting payment dues.
• Coordinating driver movements and activities, exchanging details with the requester for vehicle purposes to avoid conflicts.
• Preparing vehicle fuel logs, vehicle repairs and maintenance, and providing monthly reports.
• Assisting in inventory and warehouse management according to the procedures outlined in the SDF logistics manual.
• Receiving goods from suppliers to ensure compliance with purchase orders (quantity/quality).
• Ensuring the use of Goods Received Notes (GRN) for all material receipt transactions and shipment data for all material issuance transactions and working accordingly in the Enterprise Resource Planning (ERP) system.
• Raising alerts in case of critical stock shortages, when inventory levels reach reorder or minimum levels.
• Supervising and monitoring fuel consumption and generator logs accurately and reporting accordingly.
• Ensuring proper verification of goods delivery for quality and correct quantity, and goods dispatched to ensure accuracy.
• Ensuring the warehouse is clean and organized at all times with attention to all aspects of health and safety in the warehouse in line with SDF procedures and donor standard requirements.
• Assisting in tagging assets and equipment when adding new assets.
• Tracking assets/equipment from location to location or from user to user and documenting the transfer process in the fixed asset register.
• Participating in physical asset and inventory verification processes as required and reporting discrepancies to the direct manager.
• Preparing and monitoring timely payment of all building rents.
• Responsible for reporting any building breaches or damages to the direct manager, proposing necessary repairs, and identifying and monitoring any maintenance needs.
• Ensuring buildings are safe and clean and supervising guards and security measures.
• Any other building management duties requested by the direct manager.
• Initiating tender invitations and collecting supplier quotations as necessary.
• Performing any other duties assigned by the direct manager.

Qualifications and Requirements:

• Bachelor's degree in business or any related field.
• Minimum 2 years of relevant work experience.
•  Experience in administrative tasks, including filing systems.
• Excellent IT skills, including experience in MS-Excel, MS-word and Outlook express.
• Experience in supply chain management including procurement, transport and distribution, warehouse and stock management.
• Experience with standard procurement procedures and documentation.
• Experience in distributions of NFIs and/or emergency food distributions
• Diplomacy, tact, and negotiating skills.
• Excellent interpersonal and team skills.
•  Flexibility under pressure and in response to changing needs.
•  Excellent IT skills and previous experience in maintaining detailed administrative records.
• Fluency in written and spoken English.
• Attention to detail and excellent numeracy.
• Proactive and result-oriented with a strong ability to coordinate between different teams and individuals.
• Key flexibility for a roving role in a demanding, complex and insecure environment.

Professional Standards: The SDF workers must adhere to the values and principles outlined in SDF Way - Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equity. In accordance with these values, the SDF operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation, and Combating Trafficking in Persons.