Field Finance and Logistics Assistant

Job Description

Our Vision
The MENTOR Initiative saves lives in emergencies through tropical disease control and then stays to help people recover from crisis with dignity, working side by side with communities, health workers and health authorities to leave a lasting impact.

Our Purpose
The MENTOR Initiative is a discrete and agile humanitarian organisation purpose built to relieve human suffering from tropical diseases. We act in some of the world’s most austere and vulnerable communities, who are often devastated and forgotten.  Regardless of race, creed or nationality, MENTOR strives to deliver disease control to populations at greatest risk of suffering and death. Our first and last considerations are the needs of the people we serve.

Title:  Field Finance and Logistics Assistant    
Manages:    Nobody
Department:  Finance / Logistic / Administration     
Typology of the post:    Consultancy
Answer to    Finance and Admin Manager    
Location:    Yemen

Post Description:

The MENTOR Initiative’s Field Finance and Logistics Assistant is responsible for supporting the Finance and Admin Manager in the archiving procedures, conducting field daily payments, and full support to the administration and Logistics department. 


(Mission and Principal Activities -A):

  • Managing the scanning processes for all documentations to be sent to HQ Aden base;
  • Assisting the Finance and Admin Manager in archiving all field admin, finance, logistics documentations;
  • Conducting daily visits to the area of activities to daily workers’ payments planned by the Finance and Admin Manager;
  • Assisting with the procurement process follow up with the logistics department;
  • Follow up the signature process between the finance office and other departments;  
  • Any other task given by the Finance and Admin Manager. 

(Activity Monitoring and Definition of Objectives -B):

  • Compiling and analyzing quantitative logistics data (consumption, stocks, and distributions);
  • Accommodation and/or offices, buildings, energy, lighting, heating, air conditioning, material and consumable items;
  • Participating in any exploratory missions;
  • Participating in discussions on the running of the project and the definition of objectives.

(Managing Stocks -C):

  • Carrying out an inventory with the store keeper of the project on his arrival and departure (stock handover) and keeping it updated on a regular basis (theoretical monthly state of stocks, quarterly physical state);
  • Monitoring and analyzing the consumption of materials and frequently-used consumable items (Prevention and Medical Supplies, stationary);
  • Checking and controlling the quality of storage in the warehouses;
  • Using stock cards to check on stock management, setting up control tools;
  • Paying particular attention to the expiry dates of stocked items;
  • Checking that project waybills and transport documents are drawn up correctly;
  • Following up donations (logistics and medical material), drawing up and archiving donation certificates;
  • Monthly and quarterly reporting on the status of the commodities and equipment, also following up with the status of the equipment;

(Orders and supply -D):

  • Drawing up orders for consumable items according to the follow up of consumption and the frequency of supply;
  • Drawing up orders for materials according to quotes per work site;
  • Centralizing all the requests for medical activities.
  • Create and maintain good relationships with vendors/suppliers.
  • Maintain records/ tracker of purchases, pricing, and other important data.
  • Review and analyze all vendors/suppliers, supply, and price options.
  • Negotiate the best deal for pricing and supply contracts.
  • Ensure that the products and supplies are high quality.
  • Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development.
  • Maintain well archiving (hard & soft) for procurement documents.
  • Create and maintain IR, PRA, RFQ, CBA, PO, GRN.
  • Maintain well archiving (hard & soft) for procurement documents.

(Vehicle Fleet -E):

  • Checking that the standard services for vehicles are scheduled and carried out, as well as daily and weekly checks.
  • Checking rational consumption for all vehicles and motorized equipment.
  • Managing the mechanical stock (spare pieces and consumable items).
  • Ensure all drivers are trained and oriented on relevant MI’s rules and code of conduct.
  • Ensure all safety items/ tools are available in all rented vehicles.
  • Carry out daily check up on vehicles (use checkup list).
  • Responsible on handle all requests related to vehicles and complete all rental process.
  • Ensure well archiving for all agreements (Hard & Soft).
  • Maintain fleet tracker which has to be updated.

(Assets -F):

  • Ensure all assets are recorded and have ID number.
  • Ensure comply with MI’s policy and use the required forms in using, transporting and handing over the assets to staff.
  • Maintain assets register which has to be updated and shared with Finance and Admin Manager by 1st of each month.
  • Carry out yearly physical count to assets and well archiving for.

(Profile required -G):

Education and experience 

  • Bachelor’s in finance/Admin minimum
  • Prior NGO/INGO experience 1 year minimum in food security
  • Experience in cash activities
  • Knowledge of the local humanitarian context
  • Good understanding of the security context
  • Proactive, motivated, and organized 
  • Fluency in written and spoken Arabic, knowledge of English is a must, 
  • Good analytical and writing/editing skills. 
  • Good communication and diplomatic skills. 

How to Apply

Please submit your application (CV, cover letter, photocopies of diplomas, certificates of employment etc.) to MENTOR by email to:

NB: Title of the related position must be written in the email subject. 
NB.: The vacancy may close before the deadline. Thank you for your comprehension

Final date for applications: January 31st, 2022.

As the MENTOR Initiative is working in a constantly changing humanitarian aid environment, reasonable specific work duties may occasionally be requested that may not fit into the above job description, but which will help promote over all programs goals and aims. Includes the possibility of transfer to another similar post across MENTOR country programmes within the period of this contract agreement.