Job Description

Supply Chain & Operations Officer (Procurement and Reporting)

• Publish Date: May 15,2025 
• Category: Development/UN/NGOs    
• Deadline: May 21, 2025    
• Position:  Supply Chain & Operations Officer (Procurement and Reporting)
• Location:  Aden-Country office
• Reports to: Supply Chain & Operations Coordinator
• Duration: Until December 31, 2025 Renewable based on fund availability and performance    
• Reference: HR-25-16

Note: Position is open for Yemeni Nationals only. 

ABOUT RI:

1.    Context 

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being. 
Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.
Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

2.    Job Profile

The Supply Chain & Operations officer will be responsible for the day-to-day Procurement activities, dealing with all PRs received from different departments, follow RI procurement rules and policies, management of all procurement as assigned by SCO Coordinator or SCO Manager, handling logistics, liaise  with warehouse - stock, fleet the Country office. S\he will support the supply chain coordinator in performing the country strategy, report consolidation and country office procurement. S/he will also liaise with different teams to ensure adequate supply chain consideration for coordination and planning of project implementation and provide support the area management team on supply chain elements of project distribution and procurement planning. Responsible for handling Medical Procurement area in coordination with SCO Manager and TAD team and International Procurement Unit. Incharge of daily reporting for the PRs Trackers and Purchasing Plan on monthly bases and other SCO reports. Focal point for Grants report  (Projects- Close out) under supervision of the SCO Manager.,  

[AUTONOMY AND COMPLEXITY] 

The finance officer -Budgeting and Reporting position demands a high degree of autonomy and complexity. It requires independent decision-making, problem-solving skills, and initiative to address complex financial issues and ensure compliance with various accounting standards and donor-specific requirements. The role necessitates a deep understanding of accounting principles, financial analysis, and financial systems, as well as strong analytical skills to interpret financial data and identify trends. Additionally, meticulous attention to detail is essential to ensure accuracy in financial reporting, and effective communication and collaboration with various stakeholders are crucial for success.

3.    Key responsibilities 

Procurement

• Act as a member of the SCO Team and provide support to the procurement coordinator /SCO Manager to ensure the delivery and implementation of all procurement support systems according to RI policies and procedures.
• Incharge of Pharmaceutical and medical devices/accessories procurement in line with RI’s Medical Procurement Policy, Provide input to area SCO team for procurement planning and the provide advice on the completion of the procurement according to procurement strategy.
• Be responsible for the timely completion of procurements which are directly related to needs of activities in country.
• 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. 
• 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 /enhanced due diligence are carried out for every purchase, updated regularly and, recorded appropriately.
• Work on consolidating the procurement reports including but not limited to procurement plan , procurement tracker and contract tracker , and supplier database from all field offices Be responsible maintain up to date update on the Co procurement strategy ,  . 
• Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items. 
• Participate in the meetings with program and support program to update SCO part ,especially  grant opening meeting , BVA meeting , close out meeting 
• Support the SCO coordinator on the strategy implementation such as FWA , PQS , LTAs  , act on his behalf in case of absence. 
• Work with the SCO coordinator on specific procurement at Co office such as International procurement, medical procurement.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.

Compliance 

• Ensure compliance with RI policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
• Immediately report on any concerns regarding the authenticity of procurement documentation, conflict of interest situations or fraudulent activities.
• He/She will be responsible for Medical procurement in reference to RI Medical Policies and in coordination with TAD team, He/She will handle all Medical certification verifications and report and prepare the medical CBA.
• Project and Office Close out
• Incharge of project close out.
• Incharge of office and field offices closures.
• Focal point for internal and external Audit Context background 

Other (as needed or assigned)

• Engage with supervisor and key staff (Program, Finance, HR) on all SCO matters.  Engage with other RI logistics colleagues to develop working networks to seek advice where needed.
• Engage with requesters and colleagues on their procurement needs; ensure timely and regular communications are provided on the progress or delays related to requests related to CO office.
• 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
• Assist in induction of new SCOand program staff.
• Take initiative to develop systems, policies and procedures for improved management and oversight. 
• Support in maintaining BIS License and VAT exemption database updates and clearances.
• Assist with engagement with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain. 
• Perform other duties as assigned by supervisor. 
• Generator and Fleet Management
• 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.
• Warehouse/Stores
• Consolidate all stock report for Monthly and quarterly reports analyze the findings and suggest solution to be implemented 
• Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
• Participate in overseeing the physical inventory by mid-year and annual year. 
• Perform random spot check on stock inside the warehouse , review reconcile if needed .
• Reporting / capitalization
• Consolidate, process, and analyze monthly SCO reports of the areas and carry out SCO reporting to Supply chain &Operations Manager.
• Be an active participant in supporting drafting proposals and donor financial reports on behalf of the SCO sections
• Centralize information’s on transport companies, distances, prices and methods .
• Ensure that price and supplier lists are compiled, along with documentation requirements in effect (import – export, exemptions, taxes)
• Supervise the archiving of SCO documents.
• Prepare Monthly master report for the SCO required report , (Master Purchasing Plan/consolidate all PPs for all grants, procurement tracker , contract /lease report , supplier database , country strategy update , fleet report , Stock & GK report ) and analyze the findings .

4.    Relationships Management 

• 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

Key deliverables (main duties, with subtasks)  

5.    Person Specification

• University level education; training or skills in administration, logistics, business desirable
• 3+ years’ experience in logistics, supply chain, administration, procurement etc
• Experience working with INGOS
• Experience working in Medical areas specially procurement of Medicines and Medial Equipment/accessoroes
• Professional in reporting and able to deal with professional excel.
• Flexibility under pressure and in response to changing needs.
• Medium level of Writing/speaking  English 
• Attention to detail and excellent numeracy; ability to keep clear and concise records.

Skills, knowledge and expertise required for the role. 

• INGO/NGO/Audit previous experience  
• Analytical/Communication/inter-personal skills  
• Ability to work under highly stressful conditions  
• Writing/drafting skills  
• Advanced Excel skills 
• Ability to train and educate other people  
• Familiarity with business principles and practices 

Desirable criteria

• Excellent communication skills, both verbal and written 
• Ability to work independently and take initiative 
• Willingness to be flexible with tasks and working hours 
• Judgment and problem solving 
• Planning and organizational skills related to work and time management 
• Attention to detail and high level of accuracy 
• Willingness to learn and be trained and be challenged to grow.

6.    RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values: 

• Integrity
• Adaptability 
• Collaboration
• Inclusivity 
• Sustainability

How to Apply

APPLICATION PROCESS:

•    Qualified candidates meeting the above Qualifications and requirements are requested to send their CVs in English to: aden.vacancies@ri.org  before 11:55 PM of May 21, 2025 with the vacancy reference Subject: (HR-25-16+ Applicant Full Name).

-    على من تنطبق عليهم الشروط المبينة اعلاه ارسال السيرة الذاتيه باللغة الانجليزية على الأيميل التالي (aden.vacancies@ri.org ) قبل الساعةPM) 11:55) من (May 21, 2025)  ولكي يتم النظر في طلبك يرجى مراعاة كتابة المرجع وإسم المتقدم في عنوان الإيميل بالشكل الصحيح كالآتي : (الاسم + HR-25-16)

•    Relief International never uses external recruitment agencies and the entire Recruitment Process is free of charge.

-    لا تقوم منظمة الاغاثة الدولية  بالاستعانة باشخاص او بوكالات خارجية للتوظيف اطلاقا، وان عملية التوظيف مجانيه  100% .

•    RECRUITMENT IS URGENT: Interested candidates are encouraged to apply as soon as possible and not to wait until the closing date, as interviews will be done on rolling bases.

-    التوظيف عاجل : على الاشخاص الذين تنطبق عليهم الشروط سرعة التقديم وعدم الانتظار حتى نهاية فترة الاعلان علاوة على ان المقابلات ستقام بشكل دوري.

•    Females Candidates and qualified candidates from the targeted governorates are strongly encouraged to apply.

-    تشجع  الاغاثة الدولية الاناث وكذلك الاشخاص المؤهلين من المناطق المستهدفة  على التقديم للوظائف المعلنة.

•    Only short-listed candidates meeting the requirements will be contacted. All communication will be done through RI formal emails and recruitment number (774395700).

-    سيتم التواصل مع المرشحين الذين تنطبق عليهم الشروط و يتم اختيارهم للقائمة القصيره فقط وان اي تواصل سيكون عبر ايميلات الاغاثة الدولية الرسمية وكذلك رقم التوظيف التالي: (774395700).