Logistics Assistant - Procurement - (only open for Afghan female nationality) - Job Location: Kabul - Afghanistan

Kabul

Organization: NRC - Norwegian Refugee Council
Location: Kabul
Grade: Junior level - Junior
Occupational Groups:
- Administrative support
- Logistics
- Procurement
- Emergency Aid and Response
- Supply Chain
Closing Date: Closed

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water,sanitation and hygiene sectors.

The Norwegian Refugee Council has approximately 5000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs

Purpose of the job:
The logistic assistant- procurement is to assist and ensure effective and timely day-to-day implementation and management of the procurement related functions and process and as well other procurement related issues at Kabul Support Office. The procurement assistant will process procurement files and report procurement activities in a transparent and accountable way, ensuring that goods, works and services are delivered efficiently, in-line with NRC processes and procedures and in accordance with the principles off best values for money.

Note: For more details about this post, please refer to the JD attached at the bottom

Job description

Process procurement files for Kabul level purchases, ensuring clear and detailed supporting documents are prepared and authorized in-line with NRC procurement processes
Work with purchase requesters to ensure that selection criteria is agreed at the start of the procurement process and that clear selection criteria are included in all Requests for Quotations.
Ensure that a transparent method for supplier selection is used and documented for all purchases
Adhere to NRC policies, tools, handbooks, guidelines, procedures and donor requirement,
Register and/or prepare requisitions, quotations and purchase orders and update status reports
Prepare and file documents as required by line manager
Prepare periodic procurement status reports and share appropriately
Liaise with warehouse assistant on the planned delivery of materials meant for warehousing and obtain necessary documentation to facilitate payments to vendors
Track current procurements and update them bi-weekly as per the Procurement Tracker Sheet (PTS) and forward the PTS to the line manager by 5th of every month
Prepare RFQ, bid analysis and bid committee meeting minutes
Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment,
Ensure logistics compliance in procurement matters
Timely processing of payments to vendors
Communicate response to vendors on status of their bids
Document and records management
Develop a standard list of supplies for Kabul Support Office and establish prices catalogue
Manage inventory lists
Assist the Procurement Officer in running the Procurement Unit in Kabul SO and provide support to other colleagues during periods of absence.
Plan and organize day to day procurement tasks and ensure that all activities pertaining to procurement function at Kabul SO are carried out efficiently.
Ensure that right goods and services are procured as per specifications requested and keep the Requesting Department fully engaged from start to finish of the procurement process.
Maintain and regularly update database of suppliers and service providers in Kabul and share that with relevant teams in SO and field offices.
Maintain the procurement tracking sheet and share the update status of procurements regularly with all team leaders in SO and senior staff in field offices.
Ensure that NRC Procurement Procedures, SOPs and logistics handbook are fully complied for all procurements in SO and donor rules are followed. Seek guidance where necessary.
Draft and dispatch Request for Quotation/Invitation to Tenders and coordinate with relevant departments for procurement committee meetings or Tender opening formalities.
Support & coordinate with field offices on field office procurement requests and provide necessary guidance and support.
Maintain procurement files and ensure that all documents related to procurements are securely kept/filed.

Qualifications

High school graduate or Bachelor degree in Management is preferred
Minimum 2-3 years’ experience working in a similar role or responsibility in an INGO or humanitarian context.
Knowledge of open tender formalities and procedures.
Fluency in English, Dari and Pashto, both written and verbal
Knowledge of local commercial practices and market situation in Kabul.
Area knowledge of Kabul and relevant areas.
Knowledge of local market and suppliers in Kabul.
Systematic, organized and good numeric aptitude.
Proven communication, interpersonal, representation, negotiation skills
Good supervisory and follow up skills