The Logistic & Supply Associate is responsible for handling procurement, supply chain, warehouse management, transportation, and fleet coordination for the effective delivery of goods and services under the project. The position ensures timely, transparent, and compliant logistical and procurement processes in line with donor regulations and organizational policies.

2.     Key Responsibilities

A.    Procurement Management

• Execute and manage procurement processes in accordance with approved procurement plans, donor guidelines, and organizational policy.
• Prepare RFQs, comparative bid analysis (CBA), purchase orders (POs), and contracts for goods and services.
• Ensure transparent vendor selection, maintain procurement documentation, and ensure compliance with procurement thresholds and authorization levels.
• Track and follow up with vendors for timely delivery, invoicing, and payment processes.

B.    Logistics & Supply Chain Coordination

• Plan, coordinate, and oversee the delivery and distribution of project supplies, materials, and equipment to the project sites and field offices.
• Ensure that all shipments are verified for quantity, quality, and documentation upon arrival and prior to dispatch.
• Maintain accurate and updated asset and inventory records including tagging, movement, and disposal of project assets.
• Coordinate storage, handling, and dispatch from warehouses to ensure proper inventory flow.

C.     Fleet & Transportation Management

• Coordinate daily movement of project vehicles and drivers for staff field visits, supply transport, and activity-related travel.
• Maintain vehicle usage logs, fuel consumption reports, and service schedules.
• Ensure all vehicles are roadworthy, and compliant with organizational safety standards.
• Manage vehicle allocation, routing, and transport cost tracking to ensure cost-effectiveness and efficiency.

D.    Vendor and Contract Management

• Maintain an updated list of prequalified vendors and service providers.
• Establish and manage contracts for key services.
• Build and maintain strong relationships with reliable vendors and local service providers.

E.     Documentation & Reporting

• Ensure that all logistics, procurement, and fleet documents are systematically filed (hard and soft copy) for audit readiness.
• Prepare monthly reports on procurement status, inventory updates, vehicle logs, and distribution trackers.
• Support in logistics inputs for donor reports, asset handover notes, and warehouse stock reconciliation.

F.     Compliance & Risk Management

• Ensure adherence to procurement ethics, anti-fraud policies, and donor procurement rules.
• Identify and mitigate logistical or supply chain risks related to delays, quality issues, or vendor performance.
• Participate in internal reviews, procurement committee meetings, and logistics assessments.

G.    Coordination with Field Teams

• Work closely with project teams to forecast supply needs based on activity plans.
• Ensure timely delivery of materials/tools for activities as per project scope.
• Support in logistical arrangements for trainings, workshops, and awareness events

3.     Safeguarding & Code of Conduct

The Logistic & Supply Associate is expected to uphold the organization’s ethical standards, anti-fraud policies, and safeguarding principles. The role demands strict confidentiality, accountability, and neutrality in handling procurement, logistics, and field resources.

4.     Skills & Competencies

• Good understanding of supply chain operations, procurement ethics, and donor procurement regulations.
• Proficient in MS Office and procurement/logistics software.
• Strong negotiation, planning, and organizational skills.
• Fluency in English and Urdu; Pashto is desirable.
• High attention to detail and ability to multitask under tight deadlines.