Supply Chain Officer (Female Only)

Job Summary Job Purpose: Under the supervision of the Logistics Manager, the Supply Officer is responsible for reviewing, correcting, and verifying purchase dossiers received from field bases. This includes conducting a preliminary check of each dossier prior to its validation in the Link System by the designated personnel or the Logistics and Supply Officer/Country Logistics Manager. The Supply Officer will serve as the primary point of contact for all purchase files submitted for reconciliation, and purchase done at capital level. he/she promptly report any issues within their scope of responsibility and propose appropriate solutions. The Supply Officer plays a vital role in implementing and promoting HI’s logistics standards, contributing to the strategic repositioning of logistics within the organization and supporting the principle of professional development . The Duties and responsibilities may include but not limited to: Update the LINKS System with procurement and logistics data, including purchase requests, orders, and supplier information. Cross check and verify the procurement document from the receipt of the approved purchase request to the delivery of goods or services make sure each file follows the Adopted Procurement Procedure. Ensure that all required supporting documents are properly scanned and uploaded into the Link system. Ensure that Purchase and Purchase line (PL) are validated by the concerned staff via link (see APMP – Threshold and SDT) before initiating the process, via link system. Ensure that specifications on PL are clear and detailed, if no seek for a meeting with requester/budget holder to obtain the necessary information to allow a quick and smooth process. Prepare Supplier Purchase Order (SPOs) when needed via Link System, make sure they are validated by authorized person in accordance of SDT and adopted procumbent procedure, signed by the supplier, scanned and uploaded in to link system. Check and verify all supporting documents uploaded in link system for each SPO required validation from Kabul team, ask bases to upload any missing document. Actively participate, under the supervision of Logistics Manager, in the logistics induction to HI staff (including LINK Training). Prepare, maintain and cross-check all procurement files managed in Kabul chronologically and in organized manner, scan and upload them in link system. Main focal point of all reconciliation of purchase file from bases ensuring completeness of supporting document ensure right documents uploaded in link system. Cross check and ensure all required supporting document are complete for Purchase file require validation of at capital level as per SDT. Establish and update on monthly basis the contract monitoring chart (CMC) of all bases including Kabul office and upload it to the MS-Team dedicated folder Update and close out procurement files in Link System, ensuring compliance with HI policies and donor requirements. Help Logistics Manager and Logistics Supply Officer during Call for Tender Process and represent logistics in the committee. Draft service, supply and work contract before presenting to Logistics Manager for his final review. Prepare an Internal Control Review of the Purchase File by checking all supporting documents. Add comments to the file for any missing, incomplete, or inconsistent supporting documents, and request the concerned base(s) to upload or provide the missing documents. Compliance and Reporting Ensure all supply chain activities adhere to HI and donor regulations. Support the preparation of reports on procurement, logistics, and inventory management. Assist in addressing audit queries by providing necessary documentation and clarifications. Any other tasks given by supervisor Job Requirements Qualifications and Skills: Graduated from 14 th Grade in Social Science, bachelor’s degree in BBA/Social Science is preferred. Minimum 1 year of work experience in a relevant position with INGOs. Previous experience working in humanitarian and/or development-focused organizations. Strong negotiation and interpersonal skills Ability to work well under pressure, prioritizing tasks. Excellent written and spoken English, Dari and Pashto Capacity building and training skills Teamwork and flexibility working in a multicultural environment Planning skills