Procurement Officer

Title         Procurement Officer

Location: Youth Leadership Development Foundation

Duty Station: Sana'a

Terms:     Full - Time Job

Duration: 12 months(renewable)

Deadline 12-09-2025

About YLDF:

Youth Leadership Development Foundation (YLDF), established in 1998, is a leading Yemeni NGO dedicated to empowering youth and women. With over two decades of impact, YLDF delivers transformative programs in education, leadership, livelihoods, and civic engagement.

To learn more about YLDF, visit our website https://www.yldf.org/ and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, X.

Background

The Procurement Officer will report directly to the Procurement Manager. The person in this position will be responsible for ensuring that all procurement activities are conducted efficiently, transparently, and in compliance with donor regulations, organizational policies, and international standards. This includes procurement planning, supplier and market management, tendering, contract administration, and maintaining accurate records through the ERP system. The Procurement Officer will coordinate closely with program, logistics, and finance teams to ensure timely delivery of goods and services, provide technical support to field offices. Furthermore, the Procurement Officer will represent YLDF in relevant procurement and supply chain coordination meetings and support audits, reporting, and capacity-building initiatives.

YLDF is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in program results.

Key Responsibilities

A. Procurement Planning and Compliance

1. Develop and implement annual and project-specific procurement plans aligned with budgets and donor regulations.
2. Ensure compliance with organizational procurement policies, donor requirements, and national laws.
3. Review and verify Purchase Requisitions (PRs) for accuracy and budget availability.
4. Support program teams in forecasting procurement needs.

B. Supplier and Market Management

1. Maintain and regularly update the supplier/vendor database in ERP, including prequalification and vetting.
2. Conduct market assessments and supplier performance evaluations.
3. Develop framework agreements and Long-Term Agreements (LTAs).
4. Ensure fair, transparent, and competitive supplier selection.

C. Tendering and Contracting

1. Prepare RFQs, ITBs, RFPs, and tender documents in line with policies and donor requirements.
2. Manage tender processes: advertisement, bid opening, evaluation committees, and contract awards.
3. Draft and review contracts/agreements, ensuring adherence to terms and conditions.
4. Monitor contract implementation, delivery, and resolve disputes when needed.

D. Procurement Execution

1. Manage the full procurement cycle from requisition to payment authorization.
2. Oversee purchase orders and service contracts to ensure timely delivery.
3. Conduct delivery follow-up, quality control checks, and resolve discrepancies.
4. Maintain organized procurement documentation, ensuring audit-readiness.

E. ERP System Responsibilities

1. Enter and update supplier information and procurement transactions in ERP.
2. Maintain up-to-date supplier records, price lists, and contract data.
3. Generate procurement reports and dashboards from ERP for management and donor reporting.
4. Support ERP testing, improvements, and staff training.

F. Risk Management, Reporting & Audit

1. Ensure procurement processes are transparent, accountable, and free from conflict of interest.
2. Conduct regular spot checks, compliance reviews, and procurement risk assessments.
3. Provide monthly and quarterly procurement reports.
4. Support internal and external audits with complete and well-documented procurement files.

G. Capacity Building and Coordination

1. Provide guidance and training to staff on procurement procedures and ERP usage.
2. Liaise with logistics, finance, and program units for smooth procurement coordination.
3. Support field offices to ensure policy compliance.

H. Safeguarding and PSEA

1. Comply with safeguarding and PSEA (Prevention of Sexual Exploitation and Abuse) policies.
2. Promote safe and transparent procurement practices.
3. Report safeguarding or ethical concerns through designated channels.

4. Qualifications and Experience

1. University degree in Business Administration, Supply Chain Management, Procurement, or related field.
2. Minimum 2–3 years of relevant experience, preferably with an INGO.
3. Strong knowledge of procurement standards, donor regulations (EU, UN etc.), and compliance.
4. Experience with Procurement systems and strong data management skills.
5. High integrity, transparency, and accountability.
6. Excellent communication skills (Arabic and English).
7. Proficiency in MS Office and a good knowledge working with ERP systems.

5. Key Competencies

1. Analytical and problem-solving skills.
2. Strong attention to detail and accuracy.
3. Ability to work under pressure and meet deadlines.
4. Excellent interpersonal, negotiation, and coordination skills.
5. Strong ethics and commitment to organizational values.

Application Process:

Qualified candidates who meet the above requirements are invited to submit their applications exclusively through the YLDF recruitment system using the link here below[ Apply ].

Please note that applications submitted through any other channels will not be considered.

If you encounter any technical issues or require assistance during the application process, you may contact us at: recruitment@yldf.org .

Only Short –listed candidates will be contacted.