Job Summary:
The Procurement & Logistics Manager will oversee the procurement processes at the country level, ensuring the timely and cost-effective acquisition of goods, services, and works to meet program requirements. This role entails leading the procurement and logistics department and team, developing policies, procedures, including managing contracts, supply chain operations, asset and stock management, inventory & maintenance. The role will ensure strict compliance with procurement regulations with delivery maximum operational efficiency for the organization.
Job Responsibilities 1: Development and implementation of Procurement and logistic policy of ActionAid Afghanistan:
Tasks:
- Develop and implement the country office’s procurement and logistics policy, covering procurement processes, storage, asset management, and inventory control.
- Lead the procurement team in all procurement and logisitic processes (at organisational and project level) and ensure all processes are aligned with procurement & Logistic policy and achieve required quality within required timeframe.
- Deliver high-quality, timely procurement and logistics inputs for funding proposals and donor reports.
- Collect data and prepare logistics sections for proposals, ensuring alignment with budgetary and financing plans.
- Establish and manage efficient supply chains for major procurements, adhering to donor timelines and quality standards.
- Provide expert guidance to other departments on procurement and logistics requirements to support operational efficiency.
- Represent the organization in external logistics forums, fostering partnerships and best practice sharing within the sector.
Job Responsibilities 2: Policy review & alignment:
Tasks:
- Conduct a comprehensive review of existing procurement and logistics policies to ensure full compliance with ActionAid’s global standards, while incorporating country-specific legal and operational requirements.
- Evaluate current policies periodically against best practices, ethical guidelines, and donor regulations, identifying gaps and areas for enhancement and suggest modification in these procedures to SMT.
- Assess and refine tender processes to ensure adherence to ActionAid’s standard procedures, national laws, and ActionAid best practices, enhancing fairness and competitiveness.
- Review and update all procurement and logistics documentation, forms, templates and checklists to improve efficiency, transparency, and compliance across operations.
- Analyze the end-to-end procurement and logistics lifecycle, identifying inefficiencies and risks, and implementing improvements to strengthen accountability, cost-effectiveness, and operational performance.
- Establish a robust, compliant, and contextually adapted procurement and logistics system that upholds ActionAid’s ethical standards.
Job Responsibilities 03: Coordinate and governance of procurement & logistics framework:
Tasks
- Implement standardized procurement and logistics procedures in full alignment with ActionAid policies and donor requirements.
- Conduct regular compliance audits and pre-audit checks to mitigate risks and ensure adherence to regulations.
- Ensure all procurement, logistic, asset and inventory activities comply with donor contracts, national laws, and organizational policies.
- Maintain a centralized, up-to-date archive system to ensure full audit readiness at all times.
- Lead and harmonize logistics operations across all field offices, ensuring efficient resource allocation and consistent processes.
- Monitor and optimize the mission’s logistics budget, balancing cost-efficiency with operational quality.
- Validate procurement requests and contracts,
- Establish and track for logistics performance timeliness, cost efficiency, compliance through periodic reviews.
- Anticipate supply chain disruptions and escalate alerts with actionable contingency plans.
- Implement corrective actions for audit findings and recurring operational inefficiencies.
- Deliver high-quality logistics reports (inventory status, procurement updates, asset tracking) for the SMT and donor.
- Strengthen local supplier networks and promote the best practice sharing to enhance operational resilience.
- Roll out and maintain digital logistics tools for tracking, reporting, and process automation.
Job Responsibilities 4: Collaboration and coordination with the partners:
Tasks
- Actively participate in partner selection processes by conducting comprehensive logistical and procurement risk analyses.
- Evaluate potential partners' supply chain capabilities and compliance frameworks to ensure alignment with organizational standards.
- Collaborate with partners to establish efficient logistics and procurement management models for joint initiatives.
- Develop mutually beneficial operational frameworks that optimize resource sharing while maintaining accountability.
- Review and validate all logistical and procurement components of partnership agreements and conventions.
- Ensure contractual terms meet organizational requirements and donor compliance standards.
- Identify and integrate innovative procurement and logistics practices from partnerships into mission operations.
- Facilitate cross-learning opportunities to enhance operational efficiency through partner collaboration.
Job Responsibilities 5: Managing situations of fraud and corruption:
Tasks:
- Proactively identify potential fraud and corruption risks within procurement and logistics operations.
- Implement robust preventative measures and monitoring systems to safeguard organizational integrity.
- Conduct regular anti-fraud training sessions to educate staff on corruption risks and prevention protocols.
- Foster a culture of transparency and accountability within the procurement and logistics team.
- Immediately escalate suspected fraud cases to the Country Director with detailed documentation.
- Develop and maintain a systematic approach to implement audit recommendations.
- Monitor the effectiveness of corrective measures through follow-up verification processes.
- Facilitate both internal and external procurement/logistics audits by providing complete documentation.
- Serve as the primary liaison for audit processes, ensuring full cooperation and timely responses.
Job Responsibilities 6: Team Management:
Tasks:
- Provide ongoing supervision, guidance, and motivation to team members
- Ensure efficient day-to-day operations through effective task coordination.
- Conduct regular performance evaluations and skills gap analyses.
- Deliver targeted technical support and professional development opportunities.
- Implement individual annual goal setting with measurable action plans.
- Design procurement and logistic structure and participate in recruitment processes
- Establish clear role delineation of the team through proper duty segregation and allocate team activities to optimize workflow efficiency including facilitate task sharing and cross-functional collaboration
- Foster a supportive work environment that encourages growth and accountability
Job Responsibilities 7: Coach and support the procurement & logistics team:
Tasks:
- Coach and orient the procurement and logistics team on a daily basis.
- Plan team and individual regular meetings, team action plan, follow up and feedback.
- Assess and provide capacities to the procurement teams on risk factors and improve their compliances to ActionAid procurement policies and practice.
- Evaluate performance and take measures to develop the skills of team members.
- Identify external training needs for the logistics team and set up a training work plan for the current or next year.
