Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Concern has been working in Afghanistan since 1998, when it responded to an earthquake disaster in Takhar province. Currently Concern is working in Takhar and Badakhshan provinces undertaking both emergency response and long term developmental work in the areas of agriculture, livelihood security, education and Water, Sanitation and Hygiene. Concern is expanding its programming into nutrition this year. 

Main duty and Responsivity:

Facilitation of the procurement procedures

• Brief relevant staff when raising SR on required lead times.
• Check the SRs to make sure they have all the necessary information, such as supplies details, specifications, coding, proper authorization etc. are clearly mentioned.
• Ensures that materials and services are purchased at specified quality, fair and reasonable prices, and within required lead times.
• Prepare the RFQ, QEF and other associated documents and share with line manager for feedback before seeking approval. Confirm the budget for any additional cost if applicable at evaluation stage.
• Convert the supplier invoice into English and verify that the invoice has the date and customer name clearly stated by the supplier.
• Update the procurement tracker for Chahab every day and report the progress/status of each procurement in the Logistic team weekly meeting.
• Issue the GRN upon supplies receipt, prepare the PRF and seek approval accordingly.

Documentation,  Reporting and Filing:

• Keep a computerized record of the vendors profiles and other relevant documents, such as business license, ID, bank account, etc. File them properly and update them regularly.
• Archive the supporting documents on SR date basis, both electronically as well as in hard copies
• Keep all the stock records updated.
• Generate regular (weekly/monthly, as agreed) stock reports of all stock movements using the proper forms.
• Track the stock availability and the delivery details.
• Report and explain any stock shortages or errors.
• Record and verify all items that come to the store.
• Report any discrepancy on the stock balance using stock balance adjustment form (SBAF)

Contract Management:

• Draft the contract and submit it to line manager for review.
• Monitor the contract and track the supplies delivery with the contractor. Ensure the supplier delivers the goods/services within the agreed timeframe.
• Inform the relevant staff about the supplies arrival in Chahab store and ask them to prepare RR for further dispatch to the target communities.
• Apply the late delivery clause when the contractor fails to deliver the goods/services within the agreed timeframe.

Prioritization:

• Prioritize the SRs for remote areas of operation, taking into account the seasonal difficulties and the planting time.
• Start the procurement process for the SRs, as long as they meet the procedural requirements and the expected delivery date.
•   Sort the SRs by the submission date to Chahab Logistic team.
• Ensure the seed supplies are procured within the plantation time and the expected delivery date.
• Manage all the supplies in the store.
• Inspect all materials when they come to the store (following Concern warehousing and Commodity Management manual) and update the stock card. GRN also need to complete for the supplies received.

Warehouse Controlling:

• Dispatch goods only with the approval of the budget holder or their delegates.
• Prepare the GDN based on the approved RR for materials.
• Update the stock register and stock cards as soon as possible when the requested material is out of stock.
• Mark the stock expiration date clearly and inform the appropriate PM for further utilization.
• Identify the obsolete stocks/inventories and arrange for further disposable process.
• Safeguard all the goods in the store from any damage. Secure the store and other materials that cannot fit in the warehouse.
• Keep the store neat, dry and clean at all times.
• Store the stock properly, following the agreed guidelines and ensuring safety.
• Ensure pallet is used for all stocks in store.

Distribution:

• Ensure enough storage space for the supplies after both parties sign the contract.
• Help the project team to follow the logistics procedures and manage the purchase and delivery of food and agricultural packages.

Emergency/ CHS (Core Humanitarian Standards):

• Concern is committed to CHS to ensure downward accountability. CHS standards guide Concern activities in all stages both emergency and development projects /programs. In Afghanistan, we also bounded our activities by Accountability framework and therefore any Afghanistan employees is responsible to comply with CHS principles and benchmarks as instructed by its policies and therefore make sure that all accept and implement CHS standards in all our activities.

• To give full support in relation to emergencies/ humanitarian operations when occurring in any area that Concern Afghanistan will respond. This can include but is not limited to participation in the Concern Afghanistan Rapid Deployment Unit (CARDU) and deployment on emergency response teams.

Qualification & Experience  

• University graduate in Economic, Business Administration or any other related field.
• 2 years’ experience in procurement with INGO

Professional Skills, competencies and qualities:

• Good written and spoken English
• Familiarity with supply chain documentation and filing systems.
• To have logistic knowledge and understanding

Demonstrated understanding of procurement and supply chain systems.

Applications should be written in English and demonstrate the applicants suitability for the job. A current Curriculum Vita and three referee’s reports should be included in the application. In the first instance applications should be submitted to Concern World Wide- Afghanistan offices in Taloqan marked to the attention of the Human Resources Department. And / or to any other field offices of Concern in, Faizabad, Yawan, , Kunduz and Kabul (Shari now ,5^th Street House 1117 Qala - e - Fatullah) or through this email address: afghanistan.hr@concern.net

Subject line must be: (847 /2024 Logistic Assistant) or your application may not be considered. 

Closing Date: 10 September 2024