Logistics and Procurement Officer / Pending Donor Approval

1. Position Purpose

The Logistics and Procurement Officer is responsible for the planning, coordination, implementation, and monitoring of procurement, logistics, supply chain, asset management, warehouse management, fleet management, and operational support functions of Aid Gate Organization (AGO) in Iraq. The role ensures that all operational activities are conducted in accordance with AGO internal policies, donor regulations, and internationally accepted procurement, logistics, and financial management standards.

The position is based in Erbil and requires frequent travel to field locations across Iraq, including Ninewa, Salah Al-Din, Diyala, Anbar, Basra, Thi-Qar, Baghdad, Dohuk, and other areas of operation, in order to provide operational support, monitor compliance, and ensure that procurement and logistics procedures are properly applied in all project locations.

This position plays a key role in supporting project implementation by ensuring timely, efficient, transparent, and accountable procurement and logistics processes, and by maintaining full compliance with donor and audit requirements.

2. Key Duties and Responsibilities

2.1 Procurement Planning and Procurement Cycle Management

• Plan, organize, and implement procurement activities in accordance with AGO procurement policy, donor regulations, and internationally accepted procurement standards, ensuring fairness, transparency, and value for money in all purchasing processes.
• Review procurement requests submitted by program and field teams to verify completeness, technical accuracy, proper authorization, and alignment with approved budgets and workplans before initiating procurement procedures.
• Develop and maintain procurement plans based on project workplans, activity schedules, and operational needs to ensure timely acquisition of goods, services, and works required for project implementation.
• Conduct market assessments and supplier mapping to identify reliable vendors capable of delivering goods and services according to required specifications and quality standards.
• Prepare procurement documentation including Requests for Quotation (RFQ), Requests for Proposal (RFP), Invitations to Bid (ITB), tender files, technical specifications, and evaluation criteria in accordance with AGO procedures and donor thresholds.
• Manage competitive bidding processes, ensuring that procurement methods are applied correctly and approval levels are respected.
• Organize bid opening sessions, prepare bid analysis reports, support evaluation committees, and ensure that supplier selection decisions are fully documented.
• Prepare purchase orders, contracts, and service agreements after obtaining required approvals.
• Follow up with suppliers to ensure timely delivery of goods and services and verify that delivered items meet required specifications.
• Maintain complete procurement files for each transaction to ensure proper documentation and audit trail.

2.2 Contract and Supplier Management

• Prepare and manage contracts with suppliers, consultants, and service providers, ensuring that all agreements clearly define scope of work, timelines, payment conditions, and responsibilities.
• Monitor contract implementation to ensure compliance with agreed terms and prevent delays in project activities.
• Maintain contract tracking records to monitor validity, payments, and completion status.
• Evaluate supplier performance and maintain records for future procurement reference.
• Address supplier issues or delays in coordination with management.
• Ensure that all supplier relations follow ethical procurement practices and anti-fraud regulations.

2.3 Logistics and Supply Chain Management

• Coordinate logistics operations required for project implementation, including transportation, delivery, storage, and distribution of goods and equipment.
• Ensure that materials are transported safely and delivered on time to all project locations.
• Arrange logistics support for trainings, workshops, meetings, and field activities.
• Maintain logistics tracking records for movement of goods between offices, warehouses, and field sites.
• Coordinate with program teams to ensure that logistics support is planned according to activity schedules.
• Provide logistics support during emergency or rapid response operations when required.

2.4 Warehouse and Inventory Management

• Manage warehouse and storage facilities to ensure safe and organized storage of equipment and supplies.
• Maintain stock cards and inventory records for all items received and issued.
• Monitor stock levels and inform management when replenishment is required.
• Ensure proper storage conditions to prevent damage, loss, or theft.
• Conduct regular physical inventory checks and reconcile stock records.
• Prepare inventory and stock reports when required.
• Ensure that all stock movement is properly documented.

2.5 Asset Management

• Maintain an updated asset register for all AGO equipment and property.
• Ensure that all assets are labeled and recorded according to asset management procedures.
• Prepare asset handover forms and maintain records of equipment assigned to staff or project locations.
• Monitor asset movement between offices and field locations.
• Conduct periodic asset verification and prepare asset reports.
• Coordinate maintenance and repair of equipment.
• Follow approved procedures for disposal or write-off of assets.
• Support internal and external asset audits.

2.6 Fleet and Transportation Management

• Manage organization vehicles to ensure safe and efficient use.
• Maintain vehicle logbooks and usage records.
• Monitor fuel consumption and vehicle performance.
• Schedule regular maintenance and repairs.
• Ensure vehicles have valid insurance and registration.
• Monitor driver compliance with safety rules.
• Arrange transportation for staff and project materials.
• Maintain fleet records and reports.

2.7 Field Support and Travel

• Provide operational support to field offices through regular communication and field visits.
• Assist field teams in preparing procurement and logistics requests.
• Monitor compliance with AGO procedures in all locations.
• Support field activities including trainings, distributions, and missions.
• Provide logistics support during emergency operations.
• Support establishment of temporary offices or warehouses when needed.
• Travel to project locations as required.

2.8 Compliance, Audit, and Documentation

• Ensure that all procurement and logistics activities comply with AGO policies and donor rules.
• Maintain complete and organized documentation for all transactions.
• Prepare procurement, logistics, and asset reports when required.
• Support internal and external audits.
• Facilitate donor monitoring visits.
• Ensure transparency and accountability.
• Report any irregularities to management.
• Maintain proper filing systems.

2.9 Coordination, Planning, and Reporting

• Coordinate with program teams to align procurement and logistics with project workplans.
• Liaise with finance to verify budgets and support payment processing.
• Communicate with field staff to identify operational needs.
• Coordinate with suppliers and contractors.
• Provide updates to management.
• Participate in planning meetings.
• Provide cost estimates for proposals.
• Support donor reports.
• Support budget planning.

Ensure coordination between departments.

3. Qualifications and Requirements

Education

Bachelor’s degree in Logistics, Supply Chain, Business Administration, Engineering, or related field.

Experience

Minimum 5 years of relevant experience in logistics or procurement with NGO, INGO, or UN.

Experience in donor-funded projects preferred.

Experience working in Iraq required.

Experience in multi-location projects preferred.

Experience in audit and compliance preferred.

Skills

Strong procurement knowledge

Strong documentation skills

Good computer skills

Good communication skills

Ability to travel frequently

High level of integrity

Languages

Excellent command of English required

Excellent command of Arabic required

Knowledge of Kurdish is an advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

• Female candidates are strongly encouraged to apply.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.