Humanitarian Actions for the People of Afghanistan (HAPA) has been working since 1991 in the southern region (including Kandahar, Helmand, Zabul & Urozgan provinces). HAPA has main office in Kandahar province located in Shahri Naw Chowk, District # 6 and sub-offices in (Helmand, Zabul, and Nimroz & Urozgan Provinces). HAPA has 50 permanent qualified staff members. In the four offices of the southern region. HAPA remained the implementing partner (IP) for the following UN agencies (Include UNODC, UN-WFP, UNCHR, UNICEF, and UNOCHA) and international agencies such as (JICA, CIDA, DAI and IOM in the past). HAPA has implemented numerous aid projects with subject organization in the past more than two decades. 

This position is critical in managing the procurement operations, ensuring compliance with standards, and maintaining efficient coordination with other departments such as finance, program, and operations.

The Procurement Officer is responsible for overseeing procurement and Logistical aspects of HAPA procurement operations in a close coordination with Finance, Program and Operations units.

Prepare, maintain and file all documents related to procurement (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.

This role is suited for someone experienced in procurement with strong organizational and communication skills. The successful candidate will be essential in ensuring the smooth operational flow of HAPA's mission activities.

Duties & Responsibilities

• Prepare Purchase Request Forms, Request for Quotations, Comparative Bid Analysis, Purchase Orders, contracts and all Tender documents electronically and as well as to keep a clear record of the same in hard for audit purposes.
• Familiarity with all the procurement standards, policies and formats.
• Collects quotations and bids from the market for PR-s as assigned by manager as per HAPA standards and formats;
• Assist in the maintenance of thorough procurement files as outlined in the HAPA procurement policy;
• Interact with contractors, in coordination with the Finance, Program, Operations and Procurement Manager;
• Ensure the required documentations of supplies and transactions are completed to HAPA standards.
• Preparation of status reports on deliveries for procurement and office management and recipient of supplies.
• Make schedule of deliveries to project sites in coordination with the Stock/Warehouse assistant and program departments.
• Coordinate receipt of materials/tools/equipment with the relevant units in a timely manner as not to delay procurement, stocking and program activities.
• Ensure quality of materials/equipment and tools as per the sample provided by the vendors to operations and procurement departments.
• Coordinate with program and other involved units in terms of materials distribution planning
• Deliveries of the goods after purchase to stock or to the required destinations, and keeping copies of delivery notes and GRNs for purchasing proof,

• A Bachelor’s degree in Business Administration, Supply Chain Management, or a related field is preferred.
• Minimum of 4-5 years of experience in procurement within international and local NGOs, with a strong understanding of bidding processes, contract management, and procurement documentation.
• Proficiency in both written and spoken English, along with strong computer skills in MS Office, particularly Excel.
• Demonstrated ability to handle multiple tasks and prioritize actions to prevent delays in program activities.
• A strong understanding of procurement ethics, donor compliance, and organizational standards is essential.
• The ability to maintain high professional standards and uphold HAPA’s humanitarian mission.

Please send your CV and Cover Letter to admin-hr@hapa-af.org

You are requested to copy and paste the vacancy number and position name as your subject of application email.

Note: Applications without mentioning the Position Title & Vacancy Number in the subject line of the email will NOT be considered.