Supply Chain & Operations Assistant- National

Context

About Relief International

Relief International is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing. Currently, RI work in 16 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, Yemen and now OPT, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience. We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

About our Country Program/ Regional Programs

RI in the Middle East has programs in seven countries - Iraq, Jordan, Lebanon, Syria, Türkiye, Yemen, and now OPT with a focus on the 4 main RI sectors: WASH, Health and Nutrition, Education and Livelihoods. Relief International has been providing humanitarian aid in Yemen since 2010, offering various services like health, nutrition, water, sanitation, livelihoods, and protection across the country. They focus on helping vulnerable people, including internally displaced persons, returnees, and host communities. RI also provides reproductive health, protection, and gender-based violence responses in specific areas.

Job Profile

The procurement assistant is responsible for ensuring adherence to the RI procurement policies and procedures; s/he will serve as a “buyer” for RI and follow each step of the procurement procedure from receipt of Procurement Request to receipt of goods/payment of supplier. The post holder is responsible for the tracking and follow up of all procurements and contracts raised in the base location for programs and support operations. S/he will perform the procurement within time to ensure appropriate follow up and paperwork for all procurements done.

This position may also be assigned responsibilities related to assets and general office administration

Key responsibilities

Context background

Key deliverables (main duties, with subtasks)

Scope of Work :

Ensure full understanding and adherence to all RI policy and procedure on procurement.

This Position is Pharmacist and incharge of all programs medical requirements.

Provide input to RI staff procurement planning and the provide advice on the completion of the procurement request form.

Process the procurement requests in accordance with RI policies and procedures, in a transparent, accountable, efficient and cost effective manner. Assist with ensuring that all procurements are managed, tracked and recorded.

Responsible for the timely completion of procurements. Draft RFQs and collect responses, prepare CBAs, arrange committee meetings and document decisions made. Complete POs and ensure completion of files and payment to suppliers.

Act as the point of contact for RI to suppliers, vendors and service providers. Liaise with programs to ensure appropriate quality, quantity and pricing of purchased goods.

Ensure detailed completion and filing of all procurement documentation including but not limited to PR, RFQ, CBA, PO, etc.

Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes. Ensure procurement paperwork is complete and that all approvals have been obtained before purchases are made.

Ensure that vendor watchlist checks are carried out for every purchase, updated regularly and, recorded appropriately.

Manage all local Contracts including the lease of the office, warehouses and other property or service providers (vehicle rentals, communications, water, etc).

Support in the accurate and timely updating of procurement tracking database. Maintain local tracker and keep updated on Box. Support in the updating of a supplier database.

Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items.

Provide logistical support to distribution of goods RI’s partner and/or implementation sites as needed.

Liaise with the Country Office team as appropriate; request support and guidance as needed.

Support the process for any local tenders which are to be managed by the country office.

Immediately report on any concerns regarding the authenticity of procurement documentation, conflict of interest situations or fraudulent activities.

Other (as needed or assigned)

Engage with requesters and colleagues on their procurement needs; ensure timely and regular communications are provided on the progress or delays related to requests.

Assist in induction of new staff.

Take initiative to develop systems, policies and procedures for improved management and oversight.

Assist with the proactive tracking of all assets.

Represent RI in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of RI’s mandate, ethics, values and stand-point with regard to other actors

Perform other duties as assigned by supervisor.

Qualifications and requirements:

Bachelor of Business/ Accounting/Pharmacy

Minimum 3 years of relevant work experience specially in Supply Chain areas like purchases and Donors requirements.

Previous work experience in the field of supply chain management and procurement specially in medical area/ Hygiene Kits/ Wash area/Rehabilitation of HFs/Hus.

Exceptional analytical, organizational, managerial and communication skills.

Excellent interpersonal, communication skills required, including patience, diplomacy, willingness to listen and respect for colleagues and partners.

Excellent time management skills and resourcefulness with strong attention to detail.

Excellent analytical and organizational skills.

High level of creativity and coordination.

Fluency in Arabic and English is required.

Information and computer literacy (MS Office package).

Behavior and conduct

Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies

Acts with integrity and holds themselves accountable for being respectful, inclusive and professional

Reports any concerns

Management and leadership

Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies

Be a model for ethical conduct standards for other team members

Embrace diversity, and model inclusive and equitable behaviour.

Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve

Ensure donors, partners and communities are aware of RI conduct and reporting mechanisms

Ensure safeguarding is embedded in all the work we do

Be responsible for ensuring a culture and systems in place for reporting

Report any concerns

Desirable criteria

Excellent report writing skills;

Good knowledge of local markets;

Excellent Computer skills at highly proficient level with Excel, Word, and Access and Power Point.

Good communication and presentation skills;

Listens effectively and communicates clearly;

Strong team spirit, comfortable in a multi-cultural environment;

Contributes to, and follows team objectives

Very strong interpersonal skills, observation and analysis capacity;

Practical, problem-solver and ability to work effectively in an operational environment;

Ability to deal and accommodate with heavy work pressure and difficult work situations;

Well to learn about developments in available technology.

Works effectively in high-pressure, rapidly changing environments;

Excellent numeric accura