Procurement and Logistics Officers

Job Summary Procurement Planning and Management · Develop and maintain a project procurement plan in accordance with the approved workplan and project budget. · Coordinate procurement activities to ensure timely availability of goods, works, and services required for project implementation. · Monitor procurement schedules and identify potential delays that may affect project implementation. · Ensure all procurement activities are conducted in accordance with organizational procurement policies and procedures. · Coordinate closely with the Project Officer and Project Finance Officer to align procurement activities with project implementation needs and available budgets. · Maintain an updated procurement tracking system for all procurement actions. Procurement Processes · Prepare procurement requests, requests for quotations (RFQs), bid documents, purchase orders, contracts, and other procurement documentation. · Conduct market assessments and supplier identification exercises. · Obtain quotations and bids in accordance with approved procurement procedures. · Support bid evaluation processes and preparation of procurement recommendations. · Ensure transparency, fairness, and competitiveness throughout procurement processes. · Verify supplier eligibility and documentation prior to contract award. · Maintain complete procurement files and records for all procurement transactions. · Ensure procurement records are available for review, monitoring, and audit purposes. Management of Suppliers and Service Providers · Establish and maintain effective working relationships with suppliers, vendors, service providers, and contractors. · Monitor supplier performance and compliance with contractual obligations. · Follow up on delivery schedules and contract implementation. · Resolve procurement-related issues and delays in coordination with management. · Maintain an updated supplier database. Logistics and Transportation Management · Coordinate transportation and delivery of project materials and supplies to provincial, district, and community levels. · Develop distribution schedules for project materials and equipment. · Monitor movement of project supplies and ensure timely delivery to project sites. · Coordinate transportation arrangements for training events, monitoring visits, and project activities when required. · Ensure proper documentation of all deliveries and movements of project supplies. Warehouse and Inventory Management · Establish and maintain inventory management systems for project assets and supplies. · Maintain accurate records of stock received, stored, distributed, and remaining in stock. · Conduct regular inventory counts and stock reconciliations. · Monitor stock levels and initiate replenishment actions when required. · Ensure proper storage conditions for project materials and equipment. · Prevent loss, damage, misuse, or unauthorized use of project assets and supplies. · Maintain updated asset registers and inventory records. Distribution of Project Materials · Coordinate the procurement, packaging, transportation, and distribution of: o Classroom Kits; o Teaching and Learning Materials (TLMs); o Vocational Toolkits; o Parenting Education Materials; o Psychosocial Support (PSS) Materials; o Hygiene Kits; o Training Materials; o Office Equipment and Supplies; and o Other project-related materials and equipment. · Ensure distributions are conducted according to approved plans and beneficiary lists. · Maintain distribution records, signed receipt forms, and supporting documentation. · Verify receipt of distributed materials by intended beneficiaries and project personnel. · Support post-distribution monitoring activities when required. Support to Training and Project Activities · Support logistical arrangements for Training of Trainers (ToT), pre-service training, in-service training, coordination meetings, workshops, and other project events. · Arrange training venues, materials, equipment, transportation, refreshments, and other logistical requirements. · Ensure availability of training materials prior to the commencement of training activities. · Support Master Trainers and project staff during training events. Asset Management · Maintain an updated inventory of project assets and equipment. · Label and track project assets in accordance with organizational procedures. · Monitor utilization and condition of project assets. · Conduct periodic asset verification exercises. · Report lost, damaged, or obsolete assets to management. · Support asset handover and disposal processes at project closure. Monitoring and Reporting · Prepare monthly procurement and logistics reports. · Maintain procurement trackers, inventory reports, and distribution records. · Monitor implementation of procurement plans and distribution schedules. · Provide updates to the Project Officer on procurement and logistics performance. · Support reporting requirements requested by UNESCO. · Document procurement and logistics challenges and recommend corrective actions. Audit and Compliance · Maintain complete procurement and logistics documentation for audit and review purposes. · Support procurement reviews, audits, spot checks, and monitoring missions. · Ensure compliance with organizational procurement policies and procedures. · Ensure compliance with IPA requirements and UNESCO guidance. · Implement corrective actions arising from audits and reviews. · Maintain procurement and logistics records in an organized and audit-ready manner. Coordination and Communication · Coordinate closely with Project Officers, Finance Officers, M&E Officers, PCMs, DCMs, Master Trainers, and Facilitators to understand project needs and priorities. · Participate in project planning and coordination meetings. · Provide logistical support to field implementation teams. · Maintain effective communication with suppliers, service providers, and project personnel. · Support project management in addressing procurement and logistics challenges. Risk Management and Accountability · Identify procurement and logistics risks and report them to project management. · Implement measures to reduce risks related to procurement, transportation, warehousing, and distributions. · Promote transparency and accountability throughout procurement and logistics processes. · Ensure that all procurement and distribution activities are conducted fairly and without conflict of interest. · Immediately report suspected fraud, corruption, theft, or misuse of project resources through appropriate channels. Job Requirements · Bachelor's degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Economics, or a related field. · Minimum three (3) years of relevant experience in procurement, logistics, warehouse management, inventory management, or supply chain operations. · Experience supporting donor-funded projects is highly desirable. · Strong knowledge of procurement and logistics procedures. · Experience managing inventory systems and procurement documentation. · Good computer skills, including Microsoft Excel, Word, and inventory tracking systems. · Strong organizational and record-keeping skills. · Fluency in Dari and/or Pashto (written and spoken). · Basic working knowledge of English is desirable. · Qualified candidates from the respective province will be given first priority during the recruitment process.