Job Title: Procurement Officer

Location: Aden 

Hours: Full-time

Duration: 3 months 

Applications Deadline: 30/Apr/2025

Modern Social Association (MSA):

Modern Social Association (MSA) is a non-governmental, voluntary, and non-profit association established officially in 2016. We provide services in Health, Education, Nutrition, CP, and WASH to the community. We believe that building the capacity of young generations will contribute to community development across all targeted fields of work. Therefore, we are working through applying a scientific approach in the field and establish a training and research environment at local level.

Job Purpose:

Carrying out project-related procurement operations. Purchased items are tracked from the initial stages to the final stages to ensure their compliance with quality and specifications, on-time arrival and delivery to the operations area.

Responsibilities:

Logistics and Coordination

1. Coordinate closely with stakeholders and project staff in planning and managing the daily movement of vehicles and transportation.
2. Organize and maintain computerized records containing vendor and tender information in a way that is easily retrievable when needed.
3. Process requests in purchase orders and complete purchasing procedures.
4. Receive and restrict the tender record, mail as required, and organize the tenders for review by the project management.
5. Communicate with vendors regarding prices, product availability, and delivery, and follow up on their supply.
6. Support the implementation of project activities including, but not limited to: procurement, transportation, distribution, storage, and vehicle and asset management.

Procurement and Tenders

1. Ensure strict compliance of procurement and tender activities with MSA, donor, and regulatory policies, regulations, and procedures.
2. Develop best practices to improve the quality and transparency of MSA procurement processes.
3. Organize procurement and tender processes, including preparation of procurement documentation.
4. In close coordination with the project team, ensure implementation of the project procurement plan.
5. Negotiate contract terms.
6. Prepare a weekly procurement tracking tool, ensuring timely delivery of purchased supplies and materials, payments, and warehouse operations (as applicable).
7. Prepare and maintain asset and inventory records.

Transportation Movement

1. In coordination with the Security and Safety Officer, verify that vehicles meet safety standards, are properly equipped, and are well-maintained.
2. Verify actual movement against records provided. (On demand)

Documentation and Auditing Responsibilities

1. Ensure that all procurement documentation is complete and compliant with MSA internal regulations, with special attention to procurement and tender documentation in addition to asset management documentation.
2. Maintain storage of logistics documentation in both hard copy and electronic archiving.

Qualifications, experience, and skills:

1. Bachelor’s degree in business administration or commerce, or an accredited certificate in supply chain management and procurement.
2. At least 2 to 3 years of professional experience working with NGOs/INGOs in a similar position.
3. Analytical skills for market trends.
4. Strong communication and negotiation skills.
5. Planning and organization skills, attention to detail, and the ability to be flexible and adapt to potential changes in purchasing operations.
6. Ability to work effectively under pressure in a fast-paced environment
7. The ability to prepare periodic reports on purchases and studies necessary for the procurement department.
8. The ability to use (ERPnext) system.
9. Proficiency in using computer programs and accounting skills.

Working conditions:

Due to the nature of activities and areas where MSA operates, you might have to work below normal/difficult working/travel/accommodation conditions. The jobholder is required to be able to work out of office location, and for extended periods.

Application link