Asset and procurement Officer

The Asset and procurement Officer will provide comprehensive logistics support across all field offices under the SCI Yemen Program. This includes management, verification, storage, reporting, and disposal of assets, and supporting procurement activities ensuring compliance with SCI policies and donor regulations.

Responsibilities

• Conduct comprehensive physical verification of all assets, including tagging, labelling, and proper documentation.
• Record and consolidate asset verification data and generate reports.
• Define scope and condition criteria for asset verification.
• Identify missing or lost assets and process write-offs.
• Update and maintain the asset register and master asset register.
• Develop and implement disposal plans for damaged or obsolete assets.
• Coordinate transportation, storage, and handling of assets during disposal.
• Liaise with vendors for resale, recycling, scrapping, or donation of assets.
• Organize and maintain asset stores and documentation.
• Embed counter-fraud and ethical controls in operational processes.
• Support procurement activities including PR processing, RFQ collection, bid analysis, vendor evaluation, and supplier follow-up.
• Coordinate with warehouse and finance teams for timely processing of goods receipt and payments.
• Conduct market surveys and assist in supplier database expansion and legal documentation maintenance.
• Assist in establishing and managing Framework Agreements.

Requirements

• Conduct comprehensive physical verification of all assets, including tagging, labelling, and proper documentation (asset IDs, personal issuance forms, etc.).
• Record findings in a standardized format, identifying discrepancies such as missing assets, wrong locations, or incorrect allocations.
• Consolidate verification data into complete and accurate asset documentation records.
• Generate verified asset list reports, including summary statistics by category, and share with relevant departments.
• Define the scope of asset verification (fixed, capital, and non‑capital assets) and establish condition criteria (functional, damaged, missing).
• Identify missing or lost assets, prepare documentation, obtain approvals, and process write‑offs where applicable.
• Update the asset register to reflect approved write‑offs and missing assets.
• Develop and implement disposal plans for damaged or obsolete assets in line with SCI and donor guidelines, including IT clearance reports.
• Coordinate transportation, storage, and handling of assets during disposal.
• Liaise with approved vendors for resale, recycling, scrapping, or donation.
• Ensure full documentation of disposal processes, including third‑party records.
• Clean, update, and maintain the master asset register, ensuring accuracy and readiness for future system uploads.
• Verify and label donor‑funded assets (World Bank, USAID, and others) retained for subsequent project phases.
• Organize and maintain asset stores, including shelving, labelling, and storage systems.
• Coordinate with relevant departments to ensure smooth execution of asset‑related activities.
• Prepare regular progress reports and recommendations for improving asset management practices.
• Archive all asset documentation and correspondence in both hard and soft copies (SharePoint).
• Embed counter-fraud and ethical controls in all operational processes, ensuring compliance with donor and legal requirements, while collaborating with Finance and Counter-Fraud teams to mitigate risks and conduct assessments for high-value programs.
• Support procurement teams in day‑to‑day activities, including PR processing, RFQ collection, and bid analysis.
• Assist in vendor evaluation by comparing prices, quality, and service delivery.
• Ensure procurement actions and orders are processed in a timely manner.
• Follow up with suppliers to ensure on‑time delivery of goods, in coordination with the warehouse team.
• Coordinate with warehouse staff and budget holders to approve GRNs and close system transactions promptly.
• Follow up with suppliers to submit invoices on time.
• Support payment processing and invoice entry in coordination with the finance team.
• Liaise with suppliers regarding payment collection where required.
• Conduct market surveys and site visits to identify new suppliers and expand the Taiz supplier database.
• Support updating and maintaining supplier legal documentation.
• Assist the Supply Chain Coordinator in establishing and managing Framework Agreements (FWAs).

Skills

• Asset Verification
• Asset Tagging
• Asset Documentation
• Asset Register Management
• Asset Disposal Planning
• Vendor Liaison
• Inventory Management
• Procurement Cycle Processing
• Purchase Requisition Preparation
• Request for Quotation Collection
• Bid Analysis
• Supplier Evaluation
• Goods Receipt Note Approval
• Invoice Processing
• Payment Coordination
• Market Surveying
• Supplier Database Management
• Framework Agreement Management
• Counter-Fraud Controls
• Donor Compliance
• SharePoint Development
• Logistics Coordination