Logistics Assistant

Job Description

Position Summary

Procurements:

The logistics assistant (Procurement) oversees procurements for ACTED in Yemen and his key responsibilities are listed but not limited below:

• Receives OFs for local and/or national purchases from the concerned requester after authorization;
• Requests price quotations from various suppliers for preparation;
• Submits selection for approval according to the financial rules of the Delegation to the Purchaser.
• Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst considering that quality of the goods must remain within ACTED standards;
• Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt;
• Understands and fully adheres to ACTED purchasing procedures and financial rules and uses these to ensure transparent and accountable purchasing activities;
• Maintaining of adequate supplier pool within the assigned field of work;
• Handles petty cash purchases upon requests.
• Responsible for project procurement planning and daily coordination of procurement activities;
• Support for national and international tenders launching, bids analysis, contract development and contract management;
• Accountable for overall compliance with the procurement procedures;
• Follow-up procurement & supplies with logistic area teams;
• Check deliveries follow-up of each procurement contracts;
• Procure all projects and office logistical requirements based on ACTED procurement guidelines;
• Communication with field office(s) via e-mail, skype, slack or cell phone to provide on time procurement supports;
• Have a clear understanding of the procurement policy and assist in advising program and office management on required practices and procedures;
• Adhere to all ACTED procurement policies and procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;
• Assist program and operations in regular procurement planning meetings;
• Develop and support standard specifications and processes for purchase and contracting of goods and services to provide improved service, quality pricing and reduce time and administrative costs;
• Conduct frequent market surveys and maintain a strong knowledge of the local market in Yemen;
• Coordinate with Finance Department to ensure that payments to vendors have been made on-time and without any unnecessary strain on the financial system of ACTED;
• Collect offers from potential vendors for all operations and program requirements;
• Conduct himself/herself both professionally and personally in such manner as to bring credit to ACTED and to not jeopardize its humanitarian mission;
• Other duties as assigned.

Filing

• Create separate binders for each reporting documents and file them after final confirmation of capital logistic;
• Follow-up procurement & supplies with logistic area team and main office in Sanaa;
• Check deliveries follow-up of each procurement contracts;
• Procure all projects and office logistical requirements based on ACTED procurement guidelines;
• Create documentation for RFQ/RFP and national/international tenders and framework agreement procurements;
• Liaise with base level logistic officers for all tender related procurements.

Reporting

• Order Form follow up weekly reports;
• Procurement follow up monthly reports;
• Payments follow up records upon request.

Transport Documentation

• Control that all documentation required is filled in timely and precisely;
• Follow up with Distribution Plans and making sure transport availability with the CLM/Logistics Officer supervision;
• Coordinate with Program Managers to inform them of any delay / problem in satisfying their request.

Job Requirement (Qualification and Experience)

• University Education in a related discipline;
• Minimum two -years work experience in a similar field with good knowledge of the local market;
• Previous experience working for an INGO preferred;
• Fluent or comfortable working in spoken and written English;
• Excellent Computer Skills and Microsoft Office;
• Excellent calculations skills;
• Knowledge of logistics and supply chain activities;
• Excellent communications and interpersonal skills;
• Self- motivated and able to work as a part of a team.