Logistic Officer

Job Summary The Logistic Officer is responsible for managing and coordinating all logistics and supply chain activities at the sub office to ensure the efficient, timely, and cost-effective delivery of goods and services in support of organizational programs. The position oversees procurement logistics, transportation, fleet management, warehousing, inventory control, asset management, and facility support while ensuring compliance with organizational policies, donor regulations, and national laws. The Logistic Officer works closely with the Finance, Administration, and Program teams to ensure uninterrupted project implementation. Key Responsibilities: A. Logistics and Supply Chain Management Plan, coordinate, and oversee all logistics operations for the sub office. Ensure the timely movement of materials, equipment, and supplies to project locations. Coordinate transportation and distribution of project materials to field offices and beneficiaries. Monitor logistics activities to ensure efficiency and cost-effectiveness. Develop and maintain logistics plans to support project implementation. Coordinate with the Head Office Logistics Department to ensure standardization of logistics procedures. B. Procurement Support Receive and review approved procurement requests from departments. Coordinate procurement activities in accordance with the organization's Procurement Manual and donor regulations. Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Invitation to Bid (ITB) documents. Obtain quotations from qualified suppliers. Assist in bid opening, evaluation, and procurement committee processes. Prepare purchase orders and supplier contracts. Monitor supplier performance and delivery schedules. Ensure procurement documentation is complete and properly filed. Coordinate with Finance for timely payment of suppliers. C. Warehouse and Inventory Management Manage warehouse operations and ensure proper storage of goods. Receive, inspect, and verify all incoming goods against purchase orders and delivery notes. Ensure all items are properly labeled and stored. Maintain stock cards and inventory management systems. Conduct periodic physical inventory counts. Prepare monthly inventory reports. Monitor stock levels and initiate replenishment requests. Ensure warehouse safety and security standards are maintained. Monitor expiry dates where applicable. D. Asset Management Maintain an updated organizational asset register. Ensure all organizational assets are properly tagged and recorded. Coordinate asset issuance, transfer, and disposal. Conduct regular asset verification exercises. Prepare annual asset inventory reports. Report damaged, lost, or obsolete assets to management. Support annual fixed asset audits. E. Fleet Management Supervise drivers and daily vehicle operations. Prepare vehicle movement schedules. Maintain vehicle logbooks and fuel records. Ensure vehicles receive preventive maintenance and timely repairs. Monitor insurance, registration, and inspection validity. Coordinate emergency vehicle repairs when required. Ensure compliance with organizational vehicle policies and road safety procedures. F. Facility and Office Support Ensure office facilities remain functional and safe. Coordinate maintenance of office buildings, furniture, equipment, and utilities. Supervise office maintenance and repair works. Ensure adequate office supplies and consumables are available. Coordinate office cleaning, security, and support services. G. Documentation and Reporting Maintain complete logistics, procurement, warehouse, and fleet documentation. Prepare monthly logistics reports for Head Office. Maintain supplier databases and procurement records. Prepare inventory, warehouse, fleet, and asset reports. Ensure proper filing of all logistics documentation for audit purposes. H. Compliance and Risk Management Ensure compliance with organizational logistics, procurement, and asset management policies. Ensure donor procurement regulations are followed. Promote transparency, accountability, and value for money. Identify logistics risks and recommend mitigation measures. Support internal and external audits by providing required documentation. Ensure compliance with health, safety, and environmental standards. I. Coordination Coordinate logistics support with Program, Finance, Administration, and Procurement teams. Liaise with suppliers, transport companies, government offices, customs authorities (if applicable), and service providers. Support field teams with logistics planning and implementation. Participate in coordination meetings and provide logistics updates. J. Other Duties Perform any other logistics-related duties assigned by supervisors. Support emergency response and rapid deployment of relief supplies when required. Promote organizational values, safeguarding principles, and ethical conduct. Job Requirements Educational Requirements: Bachelor's Degree in Logistics, Supply Chain Management, Business Administration, Procurement, Management, Economics, or a related field. Professional certification in Procurement or Supply Chain Management (CIPS or equivalent) is an advantage. Experience Requirements: Minimum 3-7 years of relevant logistics and supply chain experience. Experience working with NGOs, INGOs, UN agencies, or donor-funded projects is highly preferred. Familiarity with donor procurement regulations (UNICEF, UNDP, USAID, EU, NCA etc.) is desirable. Experience working in remote or field-based project environments is an asset. Technical Competencies: Strong knowledge of procurement and logistics procedures. Knowledge of warehouse and inventory management systems. Experience with fleet and asset management. Ability to prepare procurement documentation and logistics reports. Proficiency in Microsoft Office (especially Excel and Word). Experience with logistics or ERP software is an advantage. Strong analytical, planning, and organizational skills. Computer Skills: Strong computer skills (MS Word, Excel, Outlook). Knowledge of using Logistic Databases Language Requirements Fluency in Pashto, Dari and English