Main Duties & Responsibilities:

Documentation and Filing:

• Verify the SRs thoroughly against the checklist to ensure all the required details are provided by the requester in compliance with the procedural requirements.
• Organize and maintain computerized record including but not limited to the SRs, vendors profiles. Also, maintain the filing for suppliers update business license, ID, Bank Account etc.
• Draft the meeting minutes, advertisement and prepare tender dossier for tender as well as the Request for Quotations and send to line manager, or requestor for review.
• Ensure no PO/contract is signed unless the underestimated cost is shared and confirmed by the respective budget holders.
• Identify the necessity for sample provision and make sure the samples are available for technical evaluation by the relevant committees and persons.
• Translate the supplier invoice into English and ensure the date and customer name in the invoice is clearly mentioned by the supplier.
• Communicate the date of meetings with the committee members and make sure the meetings take place on a regular and timely manner
• Track the SRs progress forwarded to Kabul and field offices sharing the update with line manager.

Contract Management:

• • Develop, maintain and update the contracts database based in excel and draft contracts using mail merge in Microsoft word.

• Make sure the contract details are inserted properly into excel based contracts database and an overall record is maintained for the yearend evaluation.

• Draft the contract and send to line manager for review and further approval by the respective authorizer as well as ensuring the contract is counter signed by the supplier as well.
• Manage the contract and follow up the supplies delivery with the contractor to make sure the agreed timeframe is met by the supplier.
• Notify the relevant department, the suppliers and the service providers from the contract ending date according to the contract terms and condition.
• Issue contract end notice to service providers one month prior to contract ending date.
• Share a copy of contract with the storekeeper upon the contract approval by both parties, so as the necessary arrangement is made for storage space.
• Communicate the respective staff in terms of supplies arrival in TQN store asking them to develop RR for further dispatch to the field.
• Coordinate with the storekeeper regarding the GRN issuance to the supplier upon the delivery to the supplies.
• Make sure no contract is implemented after the completion date i.e. Premises contract, fuel, Gas, Accommodations, Hawala, electricity, rental vehicle contracts etc.
• Ensure contract tracker is updated on daily basis both for the suppliers contract and service providers.

Tenders Management:

• • Draft the advertisement, prepare the tender dossiers, and send for the committee review and confirmation.

• Advertise the tenders to the channels decided on the preparatory meeting.
• Hold pre-bid or clarification meeting, explain the tender dossier contents and specifications and provide responses to the bidders’ inquiries in the clarification meeting.
• Arrange the opening session by calling the bidders, notifying the committee members, booking the venue.
• Make sure the opening session participants register is printed and signed by the participants.
• Draft the tender opening session report and send it for review and signatures of the committee members.
• Make sure all the tender documents are filed both soft and hard copies in proper sequence and order.
• Make sure letters to unsuccessful bidders are sent on time.

Broadcasting RFQs:

• Maintain an updated supplier’s email, WhatsApp and mobile contact list.
• Make sure the RFQs are sent to the broadcasting groups on time.
• Make sure the inquiries of supplier’s in WhatsApp/email broadcasting groups are responded on time.

Prioritization:

• • Identify the SRs developed for remote area of operation and give priority for the purchases taking in view the seasonality challenges as well as plantation time.
  • Initiate the procurement process for the SRs considering the proposed delivery date, provided it is in compliance with the procedural requirements.

• Give priority to the SRs according to the date of submission to Logistic Team.
• Make sure the supplies for seed items are processed within the proposed delivery date and prior to the expiration of plantation time.

CHS & Emergency:

• Concern is committed to CHS to ensure downward accountability. Concern activities are guided by CHS standards in all stages both emergency and development projects /programs. In Afghanistan, we also bounded our activities by Accountability framework and therefore any Afghanistan employees are responsible to comply with CHS principles and benchmarks as instructed by its policies and therefore make sure that you accept and implement CHS standards in all your activities.
• To give your full support in relation to emergencies when occurring in any area that Concern Afghanistan will respond.

Qualification & Experience:

• University Degree (BBA, Economy or relevant qualification)

Preferred Experience :

• 2-3 years in procurement with INGO including proven knowledge and experience of systems functions, especially in Logistics & Procurement.

Skills:

• Knowledge of fluent English (Spoken, Writing, Understanding)
• Good computer skills in Word and Excel.
• Familiar with the documentation and filings system / Data entry and Record keeping

To have logistic knowledge and understanding.

Applications should be written in English and demonstrate the applicants suitability for the job. A current Curriculum Vita and three referee’s reports should be included in the application. In the first instance, applications should be submitted to Concern World Wide- Afghanistan offices in Taloqan marked to the attention of the Human Resources Department. And / or to any other Concern offices in, Faizabad, Yawan, Chahab, Kunduz , Khost, Urgun and Kabul (Shari now ,5^th Street House 1117 Qala – e – Fatullah) or through this email address: afghanistan.hr@concern.net

Subject line must be (860/2025- Logistic Officer) or your application may not be considered.

Closing Date: 5 February 2025

afghanistan.hr@concern.net