Procurement and Logistic Officer

Who we are: NQA is a non-governmental, non-political and non-profit organization. NQA is dedicated to the advancement of education and health in remote and neglected regions of Afghanistan, with a specific focus on and commitment towards women and girls.

Our vision: an educated, healthy and balanced society in which women and men lead together social, cultural and economic changes in an inclusive manner that enable their children - boys and girls- to thrive.

Our mission: improve access to education and health in particular for women and girls of marginalized communities in remote areas of the country: mobilize local communities to build strong and empowered communities and foster change through sustainable development of rural Afghanistan.

NQA implements projects by Afghans, with Afghans and for Afghans. The association is committed to strengthening the dignity, self-confidence and initiative of the population in general, and of women and girls in particular.

For information on our projects, see www.nai-qala.org.

Job Purpose:

Procurement & Logistic Officer manage and coordinate all procurement, logistics, inventory, transportation, and distribution activities, ensuring that goods, services, and materials are procured, stored, distributed, and accounted for in accordance with organizational procedures, ,approved budgets, and donor requirements. The Procurement and Logistics Officer is responsible for ensuring the timely availability of project supplies and services required for effective project implementation.

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 and finance team to align procurement activities with project implementation needs and available budgets.

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.

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 sessions,  monitoring visits, and project activities when required.
• Ensure proper documentation of all deliveries and movements of project supplies.

Warehouse and Inventory Management

• 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:
• Hygiene  Kits;
• Training Materials;
• Office Equipment and Supplies; and
• 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 in close coordination with field team.
• Support post-distribution monitoring activities when required.

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.

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.
• Implement corrective actions arising from audits and reviews.
• Maintain procurement and logistics records in an organized and audit-ready manner.

Qualifications and Experience

• Education: Bachelor's degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Economics, or a related field.
• Experience: Minimum 2 years’ experience in procurement and logistics preferably in I/NGO.
• Languages: Fluency in Dari is required; proficiency in English and Pashto is an asset. 

Core Competencies:

•  Knowledge: Strong understanding of logistics, procurement principles, national procurement procedures and laws and Incoterms.
• Experience managing inventory systems and procurement documentation.
• Communication: Excellent verbal and written communication skills;
• Computer Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint), internet, and email.

Nai Qala Association (NQA) is an equal-opportunity employer committed to transparent, open, fair, and merit-based recruitment.

NQA maintains a zero-tolerance policy towards protection on sexual exploitation, abuse, and harassment (PSEAH), abuse of authority, discrimination, and all other forms of misconduct. The organization is firmly committed to safeguarding and protecting children and adults at risk. Successful candidates will be required to comply fully with all applicable NQA policies, procedures, codes of conduct, and safeguarding standards. Any offer of employment will be conditional upon the satisfactory completion of reference and background checks.  

Applicants must not attempt to influence the recruitment process through inappropriate contact, lobbying or interference. Such conduct, or repeated inappropriate follow-up, may result in disqualification.

Qualified applicants who are exactly suitable with the above criteria are requested to send their applications + CVs through this link: 

Link: https://forms.gle/4DcyA8ryw5vtSDcK6