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Logistics & Procurement Officer

About Harakat- Afghanistan Investment Climate Facility (H-AICF)

Harakat-AICP is an Afghan managed, multi-donor funded non-profit organisation. The lead donor is the UK’s Department for International Development (DFID). 

Harakat-AICP has identified a program management approach to achieving the objective of fostering an enabling environment for private sector investment by concentrating on four program pillars: (1) Public Private Partnerships; (2) Legal and Regulatory Reform; (3) Investor Facilitation; (4) Women’s Economic Inclusion.

 

PURPOSE OF THE POSITION

The purpose of the position is to plan, organise, and coordinate the procurement for the AICP. The Logistics & Procurement Officer is responsible to look after Harakat AICP Procurement, rule compliant and results oriented procurement of goods and services for AICP.

JOB SPECIFICATION

The Logistics & Procurement manages the tasks of sourcing and procurement for the AICP and its programme. He/she will look after the logistics & procurement process from the initial selection of suppliers to the purchase of goods and services. The primary responsibilities of the Logistics & Procurement Officer include organizing the procurement services for programmes, and the implementation of successful purchasing practices that ensure reduced costs and improved productivity.

Reporting to the Procurement Manager of the AICP, the key responsibilities and accountabilities of the Logistics & Procurement Officer are outlined as follows:

  • Arrange for and compare quotations, according to Harakat-AICP guidelines
  • Prepare tender documents
  • Prepare comparative documents
  • Negotiate costs and order goods
  • Arrange for and co-ordinate the delivery of goods
  • Inspect delivered materials and arrange for replacement if defective
  • Check invoice, delivery receipts and other papers, sign and submit them for payment
  • Prepare delivery notes
  • Inform projects/programs of location and time of delivery

Supervision of Mechanical Items

  • Identify all mechanical problems and spare parts (Generators, Vehicles, etc.)
  • Plan & coordinate all Mechanical works
  • Repairs and service of office generators

 

Supervision of Harakat-AICP- Fleet and Drivers

  • Supervise Drivers in coordination with Radio Room.
  • Supervise Cleaners & Cook on their day-to-day tasks.
  • Preparing rental cars contracts and payment follow-ups with Finance dept.
  • Preparing office & guesthouse contracts with the owners.
  • Calculate the petrol, oil, and lubricant (POL) use on a monthly basis,
  • submit vouchers to finance department on a weekly basis

Coordinate the project/program office’s operations and provide logistic services

  • Schedule the project/ program support staffs’ duty (e.g. allocating vehicles to driver’s schedule cleaning responsibilities
  • Arranging needed accommodation, booking and buying of airline or other tickets.
  • Monitor availability of supplies (spare parts, stationary etc.) and arrange for replacement
  • Procure equipment up to the specified guideline amount including request for and comparison of quotations
  • Supervise the maintenance of vehicles and check vehicle logbooks
  • Ensure confidentiality regarding personnel and finances related information
  • Organize the provision of stationary supplies in the stock
  • Keep and update a day to day agenda and list of events

Professional Conduct

  • Comply with personal legal liabilities and fiduciary requirements of diligence and care in carrying out the duties of the AICP.
  • Act honestly in all the affairs of the AICP and avoid conflict of interest and, should this arise, it must be declared.

KEY RESULT AREAS

  • Detailed work plan for 2017.
  • Responsibility for AICP procurement.
  • Procurement objectives, strategy and implementation plan.
  • Framework for measuring whether procurement objectives have been achieved.

AICP procurement procedures manual.

PERSON SPECIFICATION

Education

Tertiary qualifications from a recognized university that includes principles and methods of supply chain management.

Experience:

Extensive experience (2 to 4 years) within the field of supply chain management (Logistic & Procurement) and asset management.

 Experience with donor specific procedures related to logistics

Knowledge:

Knowledge of procurement and supply chain processes and systems.

  • Good understanding of donor aid programme and procurement environments.

Personal Skills & Abilities:

  • Strong organizational and problem-solving skills with analytic approach.
  • Strong IT skills.
  • Exceptional interpersonal communication, relationship building and networking skills.
  • Ability to communicate with persons of various cultures and disciplines.
  • Excellent written communication skills.
  • Ability to work in a dynamic and responsive environment.
  • Ability to work under pressure and respond to multiple tasks.
  • Ability to give solution oriented advice and assistance to staff, clients and stakeholders.
  • Ability to allocate and review priorities and meet deadlines.
  • Ability to work in a team environment.

Professional presentation and approach.

Submission Guideline:

Applicants must submit a complete application that includes a letter of interest, current curriculum vitae, and contact information and four professional references. All submissions must be made via email only to aicp@harakat.af and please write the reference 13-2017 in the subject line of your email.

Credential review begins immediately and will continue until the position is filled. Harakat-AICP reserves the right to screen and interview suitable candidates any time during this period. No phone calls please. Only shortlisted candidates will be contacted

Harakat-AICP prohibits discrimination in employment on any basis.

Women are strongly urged to apply