Procurement& Logistics Officer

Afghanistan Social and Legal Organization (ASLO) is a national, non-governmental, non-political and non-profit organization established in 2013 and registered with the Ministry of Economy of Afghanistan. ASLO implements humanitarian and development programming across education, health and nutrition, agriculture, livelihoods, WASH, disaster risk reduction, protection and community development.

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.

• Bachelor’s degree in Procurement, Supply Chain Management, Logistics, Business Administration, Economics, Commerce or a related field from a recognized institution.

• Minimum four(4) years of demonstrable, directly relevant professional experience in procurement and logistics with national NGOs or international NGOs (INGOs); experience with donor-funded humanitarian or development projects is required.

• Practical experience in competitive tendering, bid analysis, supplier due diligence, contract administration, warehouse/asset management and fleet logistics.

• Strong familiarity with Afghan supplier markets, NGO internal controls, audit evidence, documentation and donor compliance; experience with UNICEF, UN agencies or other institutional donors is an advantage.

• Advanced Microsoft Excel and Word skills; ability to prepare bid comparison sheets, trackers, inventory registers, reports and formal correspondence.

• Strong written and spoken English and fluency in Dari and/or Pashto; excellent numerical, negotiation, coordination, integrity and time-management skills.

• CIPS or other recognized procurement/supply-chain training is an advantage, not a mandatory requirement.

Performance Indicators (KPIs)

• Percentage of approved procurement actions completed by the planned delivery date.

• Percentage of procurement files fully complete, correctly approved and audit-ready.

• Percentage of stock and asset records reconciled to physical counts; number of unresolved variances.

• Fleet logbook completeness, fuel reconciliation and preventive maintenance compliance.

• Timeliness of daily, weekly and monthly reports and closure of identified procurement/logistics issues.

• Number of substantiated procurement irregularities, conflicts of interest or repeat audit findings.

Authority, Ethics and Safeguarding

• All procurement actions must remain within written delegations and the ASLO Procurement and Logistics Manual; only designated authorized officials may approve PRs, awards, contracts and payments.

• The Officer must not independently select vendors, approve own procurement, certify own receipt or release funds; maintain separation between commitment, receiving and disbursement.

• No gifts, commissions, preferential treatment, retaliation or improper disclosure of vendor information are permitted.

• Comply with ASLO safeguarding, child protection, PSEA, anti-harassment, anti-corruption and confidential reporting procedures.

Application and Assessment

Applicants should submit an updated CV and cover letter demonstrating at least four years of relevant NGO/INGO procurement and logistics experience. ASLO may conduct a technical written test, Excel-based bid-analysis exercise, interview, reference checks and document verification. Recruitment email and deadline will be inserted by HR before advertisement. ASLO does not charge recruitment fees.

How to Apply

Interested and qualified applicants should submit the following documents

• An updated curriculum vitae (CV) showing relevant responsibilities and achievements.

• A one-page cover letter explaining suitability for the Field HR Officer position.

Contact details for at least three professional references, including the most recent supervisor where possible.

• Submit the complete application no later than 12-Oct-2026.

• Send the application to: [email protected]

• Use the subject line: “ASLO-Kabul-2026-104- Procurement &Logistics Officer – Kabul Applicant Full Name”.

Submit the complete application no later than 13-November-2026.

Important notice: ASLO does not charge any fee at any stage of recruitment. Candidates should not make any payment or provide money to any person claiming to influence the recruitment process.