Procurement & Logistic Officer

The Afghanistan Institute for Civil Society (AICS) is a nationally recognized non-governmental organization (NGO) committed to strengthening the role of NGOs in Afghanistan’s development. AICS initially focused on enhancing the institutional effectiveness of NGOs through a certification program based on locally defined and internationally recognized standards. It has also provided capacity-building support and promoted transparency and accountability among NGOs. Furthermore, AICS is actively engaged in capacity-building initiatives and research activities.

Over time, AICS has expanded its scope to include direct implementation and support of education sector programs, particularly in Early Childhood Development (ECD), Community-Based Education (CBE), and Accelerated Learning Programs (ALP). Additionally, AICS conducts capacity-building programs for NGOs and implements research projects in the education sector to support the development of evidence-based strategies, strengthen education systems, and contribute to more effective and informed decision-making by stakeholders at all levels.

Today, AICS continues to serve as a key platform for strengthening NGO capacity, supporting inclusive and quality education services, and generating knowledge to inform policies and practices across the development sector.

• To support and implement effective education programs across ECD, CBE, and ALP, aimed at improving access to and the quality of learning for Afghan children and youth.
• To generate practical, evidence-based research that contributes to improved education policies, planning, and service delivery in Afghanistan.
• To build the institutional capacity of NGOs through tailored training, technical assistance, and performance-based support.
• To promote transparency, accountability, and quality standards among NGOs operating in Afghanistan through the application of certification systems and good governance practices.
• To facilitate coordination and constructive engagement between NGOs, government entities, and development partners for effective and aligned service delivery.
• Support Youth and Adults with Skill Learning, TVET, entrepreneurial and employability skills to establish a sustainable living.

Procurement & Logistic Officer manage and coordinate all procurement, logistics, warehousing, inventory, transportation, and distribution activities of the Skill Development and Literacy (SDL) Program on behalf of the AICS, ensuring that goods, services, and materials are procured, stored, distributed, and accounted for in accordance with organizational procedures, the signed Implementing Partner Agreement (IPA), approved budgets, and UNESCO requirements. The Project Procurement and Logistics Officer is responsible for ensuring the timely availability of project supplies and services required for effective Program implementation, including classroom kits, teaching and learning materials, vocational toolkits, parenting education materials, hygiene kits, office supplies, training materials, and other project-related goods and services.

Procurement Planning and Management

• Develop and maintain a project procurement plan in accordance with the approved workplan and project budget.
• Coordinate procurement activities to ensure timely availability of goods, works, and services required for project implementation.
• Monitor procurement schedules and identify potential delays that may affect project implementation.
• Ensure all procurement activities are conducted in accordance with organizational procurement policies and procedures.
• Coordinate closely with the Project Officer and Project Finance Officer to align procurement activities with project implementation needs and available budgets.
• Maintain an updated procurement tracking system for all procurement actions.

Procurement Processes

• Prepare procurement requests, requests for quotations (RFQs), bid documents, purchase orders, contracts, and other procurement documentation.
• Conduct market assessments and supplier identification exercises.
• Obtain quotations and bids in accordance with approved procurement procedures.
• Support bid evaluation processes and preparation of procurement recommendations.
• Ensure transparency, fairness, and competitiveness throughout procurement processes.
• Verify supplier eligibility and documentation prior to contract award.
• Maintain complete procurement files and records for all procurement transactions.
• Ensure procurement records are available for review, monitoring, and audit purposes.

Management of Suppliers and Service Providers

• Establish and maintain effective working relationships with suppliers, vendors, service providers, and contractors.
• Monitor supplier performance and compliance with contractual obligations.
• Follow up on delivery schedules and contract implementation.
• Resolve procurement-related issues and delays in coordination with management.
• Maintain an updated supplier database.

Logistics and Transportation Management

• Coordinate transportation and delivery of project materials and supplies to provincial, district, and community levels.
• Develop distribution schedules for project materials and equipment.
• Monitor movement of project supplies and ensure timely delivery to project sites.
• Coordinate transportation arrangements for training events, monitoring visits, and project activities when required.
• Ensure proper documentation of all deliveries and movements of project supplies.

Warehouse and Inventory Management

• Establish and maintain inventory management systems for project assets and supplies.
• Maintain accurate records of stock received, stored, distributed, and remaining in stock.
• Conduct regular inventory counts and stock reconciliations.
• Monitor stock levels and initiate replenishment actions when required.
• Ensure proper storage conditions for project materials and equipment.
• Prevent loss, damage, misuse, or unauthorized use of project assets and supplies.
• Maintain updated asset registers and inventory records.

Distribution of Project Materials

• Coordinate the procurement, packaging, transportation, and distribution of:
• Classroom Kits;
• Teaching and Learning Materials (TLMs);
• Vocational Toolkits;
• Parenting Education Materials;
• Psychosocial Support (PSS) Materials;
• Hygiene Kits;
• Training Materials;
• Office Equipment and Supplies; and
• Other project-related materials and equipment.
• Ensure distributions are conducted according to approved plans and beneficiary lists.
• Maintain distribution records, signed receipt forms, and supporting documentation.
• Verify receipt of distributed materials by intended beneficiaries and project personnel.
• Support post-distribution monitoring activities when required.

Support to Training and Project Activities

• Support logistical arrangements for Training of Trainers (ToT), pre-service training, in-service training, coordination meetings, workshops, and other project events.
• Arrange training venues, materials, equipment, transportation, refreshments, and other logistical requirements.
• Ensure availability of training materials prior to the commencement of training activities.
• Support Master Trainers and project staff during training events.

Asset Management

• Maintain an updated inventory of project assets and equipment.
• Label and track project assets in accordance with organizational procedures.
• Monitor utilization and condition of project assets.
• Conduct periodic asset verification exercises.
• Report lost, damaged, or obsolete assets to management.
• Support asset handover and disposal processes at project closure.

Monitoring and Reporting

• Prepare monthly procurement and logistics reports.
• Maintain procurement trackers, inventory reports, and distribution records.
• Monitor implementation of procurement plans and distribution schedules.
• Provide updates to the Project Officer on procurement and logistics performance.
• Support reporting requirements requested by UNESCO.
• Document procurement and logistics challenges and recommend corrective actions.

Audit and Compliance

• Maintain complete procurement and logistics documentation for audit and review purposes.
• Support procurement reviews, audits, spot checks, and monitoring missions.
• Ensure compliance with organizational procurement policies and procedures.
• Ensure compliance with IPA requirements and UNESCO guidance.
• Implement corrective actions arising from audits and reviews.
• Maintain procurement and logistics records in an organized and audit-ready manner.

Coordination and Communication

• Coordinate closely with Project Officers, Finance Officers, M&E Officers, PCMs, DCMs, Master Trainers, and Facilitators to understand project needs and priorities.
• Participate in project planning and coordination meetings.
• Provide logistical support to field implementation teams.
• Maintain effective communication with suppliers, service providers, and project personnel.
• Support project management in addressing procurement and logistics challenges.

Risk Management and Accountability

• Identify procurement and logistics risks and report them to project management.
• Implement measures to reduce risks related to procurement, transportation, warehousing, and distributions.
• Promote transparency and accountability throughout procurement and logistics processes.
• Ensure that all procurement and distribution activities are conducted fairly and without conflict of interest.
• Immediately report suspected fraud, corruption, theft, or misuse of project resources through appropriate channels.

Bachelor's degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Economics, or a related field.

Experience supporting donor-funded projects is highly desirable.

Strong knowledge of procurement and logistics procedures.

Experience managing inventory systems and procurement documentation.

Good computer skills, including Microsoft Excel, Word, and inventory tracking systems.

Strong organizational and record-keeping skills.

Fluency in Dari and/or Pashto (written and spoken).

Basic working knowledge of English is desirable.

Interested applicants should submit their CV along with a cover letter to Jobs@aicsafg.org  no later than 26th July 2026. 

Important Notes: 

Please quote the Vacancy Number and Position Title and Job Location, as the Subject of the e-mail when applying. 
•    No supporting documents (e.g., diplomas, recommendation letters, identification card(s) etc.) are required at this stage. 
•    Only short-listed candidates will be contacted for further assessment.

The Afghanistan Institute for Civil Society (AICS) promotes a transparent and equitable recruitment process. We reiterate that all services related to job applications, including processing, seminars, and training programs, are provided free of charge. 

Our official job announcements are posted on the ACBAR website (acbar.org/jobs). Interested candidates are encouraged to submit their applications through our designated email address: jobs@aicsafg.org

Afghanistan Institute for Civil Society (AICS) recruitment and selection process reflect our commitment to equal opportunity and protecting children and at-risk adults, beneficiaries, partners, community members and employees from safeguarding violations. We will do everything possible to ensure that only those who are suitable to work with children and at-risk adults are recruited to work for us. In the process of recruitment, selection and appointment AICS implement a range of procedures and vetting checks including criminal records disclosures to ensure everyone associated with AICS is kept free from harm and abuse is prevented.
 
Protection from Sexual Exploitation Abuse and Harassment (PSEAH) is the responsibility of everyone, and all selected individuals will be required to comply with AICS Safeguarding Policy at all times. 

By sharing your cover letter and resume with AICS in response to this job application, applicants consent AICS to keep this information in file for Recruitment and Human Resources Management purposes.

We request all job seekers to be attentive and report any instances of individuals or entities claiming to charge fees on behalf of AICS Afghanistan to info@aicsafg.org. Our commitment to ethical practices ensures that your career aspirations are supported without any financial burden during recruitment.

The organization has the right to start the recruitment process during the announced period.