Supply Chain Officer (Female Only)

HI has been supporting the Afghan people since 1987, starting its operations in Pakistan. Since 1996, HI has been operating across Afghanistan in order to launch victim assistance interventions, working at different levels of the society and adopting a cross-sectoral approach. While present on the ground to directly support victims of the conflict through the provision of a range of services – from physical rehabilitation to mine risk education and inclusive livelihoods – HI has been continuously advocating to increase the rights of victims and other people with disabilities in the country. In particular, and in line with its global strategy and priorities, HI has been advocating to reduce the use of landmines and conventional weapons. Acknowledging the need to respond to the urgent emergency crises combined with longer term, chronic gaps in the provision of services, HI has steadily expanded its range of activities and services in order to support the most vulnerable people, enhancing their resilience while strengthening participation and inclusion of all individuals.

Job Purpose:

Under the supervision of the Logistics Manager, the Supply Officer is responsible for reviewing, correcting, and verifying purchase dossiers received from field bases. This includes conducting a preliminary check of each dossier prior to its validation in the Link System by the designated personnel or the Logistics and Supply Officer/Country Logistics Manager. The Supply Officer will serve as the primary point of contact for all purchase files submitted for reconciliation, and purchase done at capital level.
he/she promptly report any issues within their scope of responsibility and propose appropriate solutions.
The Supply Officer plays a vital role in implementing and promoting HI’s logistics standards, contributing to the strategic repositioning of logistics within the organization and supporting the principle of professional development.

The Duties and responsibilities may include but not limited to: 

• Update the LINKS System with procurement and logistics data, including purchase requests, orders, and supplier information.
•  Cross check and verify the procurement document from the receipt of the approved purchase request to the delivery of goods or services make sure each file follows the Adopted Procurement Procedure. Ensure that all required supporting documents are properly scanned and uploaded into the Link system.
•  Ensure that Purchase and Purchase line (PL) are validated by the concerned staff via link (see APMP – Threshold and SDT) before initiating the process, via link system.
• Ensure that specifications on PL are clear and detailed, if no seek for a meeting with requester/budget holder to obtain the necessary information to allow a quick and smooth process.
• Prepare Supplier Purchase Order (SPOs) when needed via Link System, make sure they are validated by authorized person in accordance of SDT and adopted procumbent procedure, signed by the supplier, scanned and uploaded in to link system.
• Check and verify all supporting documents uploaded in link system for each SPO required validation from Kabul team, ask bases to upload any missing document.
• Actively participate, under the supervision of Logistics Manager, in the logistics induction to HI staff (including LINK Training).
• Prepare, maintain and cross-check all procurement files managed in Kabul chronologically and in organized manner, scan and upload them in link system.
• Main focal point of all reconciliation of purchase file from bases ensuring completeness of supporting document ensure right documents uploaded in link system.
• Cross check and ensure all required supporting document are complete for Purchase file require validation of at capital level as per SDT.
• Establish and update on monthly basis the contract monitoring chart (CMC) of all bases including Kabul office and upload it to the MS-Team dedicated folder
• Update and close out procurement files in Link System, ensuring compliance with HI policies and donor requirements.
• Help Logistics Manager and Logistics Supply Officer during Call for Tender Process and represent logistics in the committee.
• Draft service, supply and work contract before presenting to Logistics Manager for his final review.
• Prepare an Internal Control Review of the Purchase File by checking all supporting documents. Add comments to the file for any missing, incomplete, or inconsistent supporting documents, and request the concerned base(s) to upload or provide the missing documents.

Compliance and Reporting

• Ensure all supply chain activities adhere to HI and donor regulations.
• Support the preparation of reports on procurement, logistics, and inventory management.
• Assist in addressing audit queries by providing necessary documentation and clarifications.
• Any other tasks given by supervisor

Qualifications and Skills:

• Graduated from 14^th Grade in Social Science, bachelor’s degree in BBA/Social Science is preferred.
• Minimum 1 year of work experience in a relevant position with INGOs.
• Previous experience working in humanitarian and/or development-focused organizations.
• Strong negotiation and interpersonal skills
• Ability to work well under pressure, prioritizing tasks.
• Excellent written and spoken English, Dari and Pashto
• Capacity building and training skills
• Teamwork and flexibility working in a multicultural environment
• Planning skills

Applicants can login to the online application system by copying and pasting the role link https://airtable.com/appmsawbAlEg0PikK/shrVdbQJ4PwPf8B8Q into their web browser to submit their details and upload their required documents prior to the deadline.

Important notes:

• Please note that only the applications received through the online platform will be considered for this position.

• It is important to note that applications received after the deadline will not be considered. Therefore, timely submission is crucial.

• After the review process, please be aware that only candidates who have been shortlisted will be contacted for the next stages of the recruitment process. If you do not hear from us within one week from the closing date, please consider that your application has not been shortlisted for further process 

HI has got strong stand on protection of beneficiaries.

The Project Manager will have to create and maintain an environment which prevents sexual exploitation and abuse and promotes the implementation of the code of conduct.

HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc.). HI has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal
record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do.

Individuals with disabilities and female candidates are especially encouraged to apply. We are committed to fostering a diverse and inclusive environment and strongly value the unique perspectives and contributions that you can bring to our team.

 This job description can be updated during the duration of the contract.

 I, the undersigned, understand and accept the full range of duties and responsibilities contained in these Terms of References, and in accordance with my Contract of Employment, will undertake to fulfill them responsibly, honestly, diligently, and to the best of my abilities.