ACBAR

Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect for international humanitarian norms in armed conflict and other situations of violence. Geneva Call is currently focusing its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict and the protection of the medical mission.

Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff.  Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

Under the supervision of Head of Support, Support assistant will contribute to Procurement, Logistics / Fleet management, Asset management and IT aspect of the organization.

Core responsibilities

Under the direction and supervision of the Head of Support, Supply Chain and Logistics Assistant will be responsible for effectively and efficiently managing all Supply Chain and Logistics matters related to Geneva Call.

The key areas which come under the scope of the position:

• Procurement and Contract Management
• Logistics and fleet management
• Asset management
• Information Technology
• Payments and Filing

Procurement and Contract Management

• Ensure that all procurement and logistics activities are carried out in accordance with policies and procedures, donor requirements and INGO best practices, maintaining appropriate controls and accountability and ensuring best value for money for the GC.
• Provide technical logistics and procurement expertise to program management to guide the development of budgets, proposals and operational plans, ensuring new projects are appropriately resourced and costed.
• Develop and update program procurement plans to ensure timely procurement and a smooth supply chain to enable operations to run efficiently.
• Manage the end-to-end procurement process, in accordance with GC and donor procurement procedures, ensuring control of the supply chain and ensuring value for money is respected.
• Oversee the selection and appointment of suppliers in accordance with procurement procedures, carrying out local market studies, tendering procedures and developing suitable supply agreements.
• Prepare Request for Proposal (RFP) or Quotation (RFQ) in line with the procurement policy, facilitate Bid Analysis Summary (BAS), and release order of approved Purchase Requisition (PR).
• Take the lead in managing the contract in line with the contract principles of Geneva Call in collaboration with the Procurement Coordinator.
• Check samples and quality of requested items before and seek confirmation from requester before the review of offers is finalized to place orders.
• Prepare and maintain an up-to-date procurement tracker ensuring that all PR are recorded.
• Prepare and support Vendor Creation Form and update Vendor Payment Tracking Sheet.
• Prepare and update Vendor Information Sheet and have updated vendor documents such as business license, ID and etc.
• Ensure contracts are properly tracked and managed and report any changes in the contracts and reflect these into the contracts.
• Develop a tracking sheet for the contracts and ensure it is timely updated.
• Ensure that all suppliers are vetted as per the GC guidelines.

Logistics and fleet management

• Ensure fair allocation of vehicles to various activities in the country office and support the field offices in the same activity.
• Supervise the country office drivers and ensure that a duty roster is prepared and followed well and drivers’ leaves are properly managed.
• Ensure that vehicle logbooks are properly filled for both country and field offices.
• Ensure that vehicles hired by GC both in country and field offices are in good condition and contracts are signed for them.
• Ensure proper tracking of maintenance and fuel usage of the generators.
• Prepare the necessary logistics reports monthly e.g. vehicles fuel consumption reports.
• Ensure procured items are promptly despatched to field locations.

Asset management

• Ensure all the GC’s equipment are labelled as per the Fixed Assets Policy.
• Update office assets list according to the donor requirements and labelling all equipment.
• Ensure that update on the GC assets is timely reported and reflected into the fixed asset register.
• Ensure that each room has a Room Register that contains all equipment in that room.
• Prepare a consolidated (from all locations) Asset register quarterly and share with HOS.
• Ensure that movement of assets/equipment is tracked.
• Prepare a periodic list of damaged assets/equipment and present to HOS for further action.

Information Technology 

• Monitoring the use of ICT equipment, and organizing maintenance, repairs, and replacements.
• Keep inventory records for ICT equipment (Laptops, Printers, Scanners, Telephones, Sat phones, routers etc).
• Ensure quality service from the internet provider.
• Implement ICT Policy and procedures.

Payments and filing

• Ensure all the payments are properly recorded and tracked.
• Ensure all the documents of procurement are complete such as (invoice, GRN, contract/PO, PR etc..).
• Work closely with the Finance and other units to expedite the collection of the documents and process these with the Finance.
• Ensure effective filing is in place and all RFQ and Tender documents are scanned and filed on SharePoint.

Any other assigned duties

Main qualifications

Education

• University degree in Business Management or a relevant field.

Work experience

• At least 3 years in a similar position. Experience with international organizations is preferred.

Technical Skills

• Good knowledge of MS Office Package;
• Analytical skills;
• Fleet management systems;
• Ability to prepare reports and procurement tools;
• Ability to troubleshoot and maintain ICT systems and equipment.

Languages

• Required: English, Dari and Pashto.

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management process. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process. The employee will be accountable for the responsibilities and the competencies, in accordance with the Geneva Call Performance Management guidelines.

Conditions

• Position: Support Assistant – Supply Chain
• Workplace: Kabul, Afghanistan
• Activity Rate: 100%, Full time position
• Type of Contract: National contract
• Preferred start date: 15 May 2025

No later than 26 April, 2025.

Important Note: Our HR team will meticulously evaluate your profile in line with the requirements of the post you have applied for. Since, we receive a good number of applications for all the positions Geneva Call advertises, it is not possible to communicate the results of our decisions with every candidate individually. Therefore, only the short-listed candidates will be contacted by the HR team to invite them for written test – and the steps afterwards if they qualify i.e., interview and other assessments as deemed appropriate.

https://forms.swisshrmonline.ch/240944722033350?xvna=Support%20Assistant%20-%20Supply%20Chain%20and%20Logisitics%20-%20Kabul,%20Afghanistan%20(National)&xvnu=VAC1133&xsou=%25mediaName%25

https://forms.swisshrmonline.ch/240944722033350?xvna=Support%20Assistant%20-%20Supply%20Chain%20and%20Logisitics%20-%20Kabul,%20Afghanistan%20(National)&xvnu=VAC1133&xsou=%25mediaName%25