Procurement Assistant

1. Position Information Job Title: Procurement Assistant Department: Operations Reports to: Head of Operations Duty Station: [Aden / Field Location – Yemen] Contract Type: Fixed-term (subject to funding and performance) Action For Humanity International is a non-government organization dedicated to providing humanitarian aid, advocating for social justice, and promoting sustainable development in Yemen and other areas in need across the globe. Since our inception, we have been addressing some of the most urgent humanitarian crises, while endeavoring to find long-term solutions that enhance the welfare of the communities we serve. 2. Job Purpose The Procurement Assistant is responsible for managing and overseeing procurement processes to ensure timely, transparent, and cost-effective acquisition of goods and services. This includes leading tendering processes, coordinating supplier payments with Finance, and ensuring full compliance with organizational policies and donor regulations in a complex humanitarian environment. 3. Key Responsibilities A. Procurement Planning & Implementation Lead procurement planning in coordination with programme and operations teams. Review and validate Purchase Requests (PRs) to ensure completeness and accuracy. Develop procurement strategies aligned with project timelines and budgets. B. Tendering, Bid Preparation & Analysis Prepare complete tender documents (RFQ, ITB, RFP), including specifications, evaluation criteria, and contractual terms. Draft and publish procurement announcements in line with organizational and donor requirements. Manage the full tendering process from announcement to award. Organize and document bid opening sessions in a transparent manner. Lead technical and financial bid analysis in coordination with evaluation committees. Prepare bid analysis reports (BAFs) and recommendation for award. Ensure all tender processes are fully documented and audit-compliant. C. Supplier Management Maintain and update supplier database. Build and maintain professional relationships with suppliers. Monitor supplier performance and ensure contractual compliance. Address supplier issues, delays, and disputes effectively. D. Contract Management Prepare and issue Purchase Orders (POs) and contracts. Ensure clarity of terms and conditions in all agreements. Prepare suppliers contract, monitor contract implementation and delivery timelines. E. Supplier Payments Coordination Prepare complete payment documentation (invoices, GRNs, POs, contracts, etc.) in coordination with Finance. Ensure all documents meet internal and donor compliance requirements. Submit payment requests and follow up with Finance on outstanding payments. Maintain a tracker for supplier payments and ensure timely settlement. Liaise with Finance to resolve any discrepancies or delays. Respond to supplier inquiries related to payments professionally. F. Compliance & Documentation Ensure all procurement processes comply with AFH policies and donor regulations (e.g., UN, institutional donors). Maintain complete, accurate, and audit-ready procurement files. Ensure transparency, accountability, and value for money in all procurement actions. G. Coordination & Reporting Coordinate closely with programme, logistics, warehouse, and finance teams. Provide regular updates on procurement and payment status. Support audits by providing required procurement documentation. H. Market Analysis Conduct market assessments to identify reliable suppliers and pricing trends. Recommend cost-saving and efficiency improvements. 4. Context-Specific Responsibilities (Yemen) Adapt procurement approaches to address security constraints, access limitations, and supply chain disruptions. Ensure compliance with local regulations and coordination with relevant authorities. Support emergency procurement in rapid response situations. 5. Qualifications & Experience Bachelor’s degree in Supply Chain Management, Business Administration, or related field. Minimum 3–5 years of procurement experience, preferably in NGOs. Proven experience in tendering processes and bid analysis. Strong understanding of donor compliance requirements. 6. Skills & Competencies Strong negotiation and analytical skills Experience in bid analysis and tender management High attention to detail and accountability Strong coordination skills (especially with Finance) Ability to work under pressure and meet deadlines Proficiency in Microsoft Office (especially Excel) Experience with ERP systems is an advantage 7. Languages Fluency in Arabic (required) Good working knowledge of English 8. Code of Conduct & Safeguarding Adhere to Action For Humanity Code of Conduct and values. Ensure compliance with safeguarding, anti-fraud, and anti-corruption policies. Maintain confidentiality and professionalism. 9. Other Duties Perform any other duties as assigned by the line manager. Support emergency response operations as required. AFH Values: We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and independence as well as “Do No Harm.” We value: Integrity Adaptability Collaboration Inclusivity Sustainability Our key values: BELIEVE IN THE CAUSE We believe in supporting people in need. Changing and saving lives for the better is what drives us. WORK TOGETHER Teamwork is the backbone of our work’s success. GIVE WITH GRIT Being a ‘gritty’ person means to show resilience and act with optimism, confidence, and creativity as you strive for excellence. MAKE LIFE BETTER Ultimately, our work is to make life, in its holistic sense, better for everyone, and everything, including the environment.