Civil society has long been a key factor in addressing a full range of issues in the social, cultural, religious, humanitarian and political life of Afghanistan. With the focus upon transition to Afghan leadership, civil society, particularly local and national non-governmental organizations (NGOs), have the potential to play an important and complementary role in Afghanistan in the delivery of the government’s priority programs, in supporting improved governance, in connecting the wider Afghan population to the state, and in advocating for the vulnerable and excluded.

NGOs in Afghanistan face challenges, including financial and capacity gaps and a public trust deficit, in their endeavors to play such a role effectively. The government, the international community, and civil society have been considering methods by which to support NGOs to address these challenges and realize their potential, dating back to discussions at the Conference on Enabling Environment for Effective Private Sector Contribution to Development in Afghanistan in June 2007. One of the outcomes of these considerations was the formation of a working group, with representation from international and national NGOs, key national NGO networks, and civil society professionals, to establish an organization that will enable NGOs to address these challenges.

The Afghanistan Institute for Civil Society (AICS) objectives are:

1. To raise the credibility of the civil society sector by certifying local NGOs using locally defined and internationally recognized standards.
2. To systemize capacity-building efforts by coordinating initiatives using measurable performance indicators.
3. To strengthen the role of civil society in Afghanistan’s development through policy dialogue and active engagement with the government, donors, and the broader development sector.
4. To provide a channel for resources for civil society by strengthening philanthropic and corporate social responsibility efforts.

The Logistic & Procurement Officer is responsible for managing and oversee all procurement and logistics activities for the organization and its multisector projects especially education, ensuring transparency, cost-effectiveness, and compliance with relevant policies and regulations. Ensure all procurement and logistics activities comply with organizational and donor policies and ensure procurement records are complete, accurate, and audit ready. Close coordination and support provide to finance and other departments. 

• Draft contracts and purchase orders, issuing them to vendors and following up to ensure compliance with terms and conditions.
• Coordinate the transportation and delivery of goods and services to project sites.
• Manage inventory, including tracking, storage, and distribution of materials.
• Oversee customs clearance processes and ensure compliance with import regulations.
• Monitor and manage project assets, maintaining accurate records of asset allocation and usage.
• Collaborate with project teams to forecast logistical needs and address potential challenges proactively
• Maintain accurate records of inventory and stock levels.
• Ensure appropriate documentation is included in each procurement file, including memorandums of negotiation.
• Perform due diligence and vetting of all vendors.
• Assist in preparing payment requests and perform regular reconciliations.
• Coordinate the delivery schedule with vendors before distribution, ensuring alignment with the program team's schedule.
• Address and resolve quality or quantity issues with suppliers.
• Liaise with vendors and subcontractors, serving as a point of contact as needed.
• Assess and mitigate potential risks associated with the supply chain, such as disruptions in the availability of critical supplies.
• Full compliance of operation with AICS and donor rules, regulations and policies, implementation of organizational operational strategies, establishment of targets, and monitoring of achievement results.
• Prepare all necessary documentation for procurement of goods and services in accordance with AICS rules and regulations, including PR, GRN, SRN,RFP, RFQ, PO, and Contracts or any other documents as needed.
• Maintain records on the procurement process and related documents and files to ensure transparency and accountability.
• Support finance team in finalization of the procurement related task of the expenses (programmatic & operational)
• Raise purchase orders, seek approval, and dispatch as and when required in connection with procurement procedure.
• Arrangements of facilities for program/ project events, training, workshops, and other activities in terms of travel accommodations, transportation, ticking, venues, etc. as per the approved Purchase Request Form.
• Monitors deliverables under contracts awarded and prepare documentation for authorization of payments to suppliers.
• Prepare Goods Received Notes, make stock cards, and make sure storage of goods based on goods storage requirements.
• Monitor the rental drive’s log sheet, over time and movement, condition, and AC daily.
• Monitor the fuel issuance/receipt and deal with the fuel providers for the AICS vehicles and office operations.
• Make sure all official vehicles are running and in very good condition.
• Operation-soring and analysis of the operating environment, timely readjustment of the operation, advice on legal considerations, and risk management.
• Proper management of AICS assets, facilities, and logistical services including full compliance with AICS policies and procedure.
• Any other relevant tasks assigned by the supervisor.
• Draft contracts and purchase orders, issuing them to vendors and following up to ensure compliance with terms and conditions.
• Coordinate the transportation and delivery of goods and services to project sites.
• Manage inventory, including tracking, storage, and distribution of materials.
• Oversee customs clearance processes and ensure compliance with import regulations.
• Monitor and manage project assets, maintaining accurate records of asset allocation and usage.
• Collaborate with project teams to forecast logistical needs and address potential challenges proactively
• Maintain accurate records of inventory and stock levels.
• Ensure appropriate documentation is included in each procurement file, including memorandums of negotiation.
• Perform due diligence and vetting of all vendors.
• Assist in preparing payment requests and perform regular reconciliations.
• Coordinate the delivery schedule with vendors before distribution, ensuring alignment with the program team's schedule.
• Address and resolve quality or quantity issues with suppliers.
• Liaise with vendors and subcontractors, serving as a point of contact as needed.
• Assess and mitigate potential risks associated with the supply chain, such as disruptions in the availability of critical supplies.
• Full compliance of operation with AICS and donor rules, regulations and policies, implementation of organizational operational strategies, establishment of targets, and monitoring of achievement results.
• Prepare all necessary documentation for procurement of goods and services in accordance with AICS rules and regulations, including PR, GRN, SRN,RFP, RFQ, PO, and Contracts or any other documents as needed.
• Maintain records on the procurement process and related documents and files to ensure transparency and accountability.
• Support finance team in finalization of the procurement related task of the expenses (programmatic & operational)
• Raise purchase orders, seek approval, and dispatch as and when required in connection with procurement procedure.
• Arrangements of facilities for program/ project events, training, workshops, and other activities in terms of travel accommodations, transportation, ticking, venues, etc. as per the approved Purchase Request Form.
• Monitors deliverables under contracts awarded and prepare documentation for authorization of payments to suppliers.
• Prepare Goods Received Notes, make stock cards, and make sure storage of goods based on goods storage requirements.
• Monitor the rental drive’s log sheet, over time and movement, condition, and AC daily.
• Monitor the fuel issuance/receipt and deal with the fuel providers for the AICS vehicles and office operations.
• Make sure all official vehicles are running and in very good condition.
• Operation-soring and analysis of the operating environment, timely readjustment of the operation, advice on legal considerations, and risk management.
• Proper management of AICS assets, facilities, and logistical services including full compliance with AICS policies and procedure.
• Any other relevant tasks assigned by the supervisor.

• Proven ability in managing and implementing logistic & procurement activities and delivering results
• information management, report writing, communication, problem solving of the relevant position
• Relevant work experience of procurement, logistic and operation with NGOs/INGOs
• 5-6 years relevant work experience in the field of procurement, logistic & operation
• Strong diplomatic skills, a high level of cultural sensitivity, and familiarity with domestic and international work environment
• Proactive, able to adjust quickly to the demands and AICS’s requirements, analytical and innovative thinking, very good in attention to details
• Focused, familiar in working long hours both at the field and office levels.Manages multiple procurement and logistics tasks efficiently, plans and prioritizes work to meet deadlines under pressure.
• Good personal organization, interpersonal and communication skill
• Significant within the scope of responsibilities
• Excellent interpersonal skills, people person, diplomatic, empathic
• Analytical, detailed, fast work pace, organized, tidy
• Service and quality oriented, proactive, persistent, broad minded, and able to assess issues & situations from different perspectives.
• Proven ability to develop an excellent working relationship and coordination with the colleagues from operations and other departments
• Firm compliance to rules and regulations; familiar and has updated knowledge in manpower regulation
• Setting up hardware and software applications as and when required
• Fluent in English both written and spoken with strong command in Dari and Pashto.
• Excellent ability to work independently or in teams, to multitask, and to work in a multicultural environment.

Interested applicants should submit their CV along with a cover letter to Jobs@aicsafg.org  no later than 1 June 2025.

Please mention the vacancy number and job title in the subject line of your email (AICS2025-05-002 ) Logistic & Procurement Officer (Baghlan)

Important Notes: 
•    Please quote the Vacancy Number and Position Title 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 on 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 to info@aicsafg.org. Our commitment to ethical practices ensures that your career aspirations are supported without any financial burden during recruitment.