Position Purpose:
Lead the day-to-day execution and documentation of procurement and logistics services for ASLO headquarters and field projects, ensuring timely, economical, ethical and competitive acquisition of goods, works and services, reliable warehousing, fleet and asset controls, and compliance with ASLO’s Procurement and Logistics Manual, approved budgets, donor requirements and applicable law. The Officer executes approved processes and does not independently authorize purchases, supplier awards or payments.
Procurement Planning and Coordination:
· Consolidate annual, quarterly and project procurement plans with Program, Finance, Engineering, Administration and provincial teams; maintain a dated procurement tracker with owners, milestones and delivery deadlines.
· Check each purchase requisition (PR) for specifications, project code, budget confirmation, necessary signatures and appropriate authorization before sourcing.
· Conduct market surveys, price benchmarking, lead-time analysis and supply-risk assessments; propose realistic sourcing schedules and corrective actions.
· Apply ASLO’s approved emergency procurement procedures only with documented justification and proper approval; never divide purchases to circumvent thresholds.
Competitive Sourcing, Tendering and Supplier Selection:
· Prepare RFQs, ITBs, RFPs, bid instructions, technical specifications, evaluation matrices and supplier correspondence using approved formats.
· Apply procurement thresholds, quotation requirements, sealed-bid procedures, committee involvement, publication requirements and delegated approvals under ASLO’s manual and any stricter donor rule.
· Coordinate transparent receipt and opening of bids, maintain tender logs and minutes, safeguard quotations and ensure equal treatment of bidders.
· Prepare comparative bid analyses, check arithmetic and total cost, document technical and financial evaluations and submit recommendations to the authorized committee and approvers.
· Conduct and document supplier due diligence including registration, tax documents, references, capacity, bank details, beneficial ownership/conflict checks and donor-required screening.
· Maintain an approved supplier database and vendor performance records; report suspected collusion, false documentation, bribery or conflicts immediately.
Purchase Orders, Contracts and Delivery Follow-up:
· Draft purchase orders, service contracts, framework agreements and contract amendments for review and authorized signature; track deliverables, warranties, dates and contract ceilings.
· Coordinate receipt and inspection with the requesting technical unit and designated receiving personnel; reconcile invoices, delivery notes and Goods Receipt Notes (GRNs) without certifying own transactions.
· Monitor supplier delivery and service quality, document delays or defects, follow up on replacement, warranty claims and contract closure.
· Provide Finance with complete payment-support documents after required acceptance and approvals; never authorize or execute supplier payments.
Warehouse, Inventory and Stock Management:
· Maintain warehouse registers, bin/stock cards, goods-received records, waybills, packing lists, stock release forms and delivery reports in accordance with ASLO procedures.
· Coordinate secure receiving, quality checks, storage, issuance and dispatch of project materials, including educational kits and emergency supplies, with traceable signatures and delivery evidence.
· Conduct periodic physical stock counts with independent verification; investigate variances, losses, damages, expiry or obsolete items and escalate adjustments for approval.
· Maintain orderly, secure and safe storage, inventory reconciliations, stock-level alerts and warehouse reports for Kabul and provincial projects.
Asset and Equipment Management:
· Maintain the fixed-asset register, asset tags, custody/assignment forms, transfer documents, physical verification records and disposal files.
· Coordinate handover and return of laptops, furniture, equipment and project assets; monitor repair, maintenance, loss and damage reports.
· Ensure assets purchased under donor grants are identifiable and managed according to grant restrictions and approved disposal procedures.
Fleet, Transport and General Logistics:
· Coordinate vehicle movement plans, dispatch, driver schedules and approved transport arrangements for HQ and field activities.
· Maintain vehicle logbooks, mileage, fuel usage, maintenance schedules, repairs, insurance/registration records where applicable and vehicle safety checks.
· Compare fuel consumption and maintenance costs with trip records, flag unusual variances and prevent unauthorized use of vehicles.
· Arrange compliant transport, loading, shipment, delivery confirmation and logistics support for trainings, distributions, field missions and emergencies.
· Coordinate office supplies, utilities and facilities logistics with Administration while maintaining clear stock and expenditure documentation.
Documentation, Compliance and Audit Readiness:
· Keep a complete, sequentially numbered procurement file from PR through quotations/tender, evaluation, approval, PO/contract, delivery, invoice, GRN and closure.
· Ensure both physical and electronic filing is accurate, secure, confidential and readily retrievable for donor monitoring, internal audit and external audit.
· Coordinate with Finance to confirm budget availability and correct grant coding; reconcile procurement records with inventory, asset, warehouse and payment-support records.
· Observe ASLO’s Code of Conduct, segregation of duties, donor procurement conditions, safeguarding and PSEA rules, confidentiality and anti-fraud requirements.
· Escalate any unauthorized purchase, bid splitting, improper sole-source award, altered quotation, conflict of interest or material compliance exception.
Reporting, Coordination and Capacity Building:
· Submit a daily task plan and end-of-day progress update; provide weekly procurement pipeline reports and monthly procurement, logistics, fleet, inventory and asset summaries.
· Keep management informed of overdue procurements, supplier issues, stock shortages, contract expiries, audit findings and actions needed.
· Provide technical support to provincial staff on requisitions, bidding, documentation, warehouse records and vehicle logbooks.
· Participate in procurement committees only in an authorized role and coordinate professionally with donors, suppliers and program stakeholders.
