Procurement Assistant

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Procurement Assistant

Action for Humanity

Aden

Posted: 15 Apr, 26

Deadline: 23 Apr, 26

Job Description /الوصف الوظيفي

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.