Logistics & Procurement Manager

1) Organizational Setting

The Iraqi Ashor Foundation for Relief and Development (ARD) is registered with the Department of Non-Governmental Organizations. The Foundation was established in response to urgent societal needs in Iraq, particularly in the western governorates (Nineveh, Salah al-Din, Kirkuk, Baghdad , Anbar, Diyala, and Basrah), due to the severe impacts of conflict, displacement, and mass migration. Following the occupation of areas by terrorist groups and subsequent liberation after 2015, ARD expanded its work from emergency assistance to recovery, rehabilitation, and stabilization efforts, supporting marginalized and vulnerable communities to regain access to rights, services, and livelihoods.

ARD implements humanitarian, recovery, and development programs and is committed to transparency, accountability, and compliance with donor requirements. The Logistics & Procurement Manager plays a critical role in ensuring efficient, compliant, and cost-effective procurement and logistics services across ARD operations and projects.

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Logistics & Procurement Manager, under the direct supervision of the Executive Director, leads and manages ARD procurement, logistics, Security , asset, fleet, and warehousing functions to ensure timely support to programs and full compliance with ARD policies and donor regulations.

This position is responsible for planning, implementation, and continuous improvement of procurement and logistics systems, supplier management, documentation and reporting, and supervision of relevant support staff (logistics/procurement officers, assistants, drivers, storekeepers, etc. as applicable).

Duties and Responsibilities

Under the direct supervision of the Director of Operations & Finance, the Logistics & Procurement Manager shall perform the following duties:

A. Procurement Management

• Ensure ARD procurement policies, procedures, thresholds, and donor compliance requirements are applied across all procurement actions.
• Lead procurement planning in coordination with programs and finance, including procurement plans, timelines, and sourcing strategies.
• Review and validate Purchase Requests (PRs), specifications/ToRs, BOQs, and ensure completeness before launching any procurement process.
• Manage tendering processes (RFQ/RFP/ITB), including solicitation, bid opening, evaluations (technical and financial), clarifications, and contract awards.
• Ensure proper segregation of duties and documentation throughout the procurement cycle.
• Lead negotiations with suppliers and service providers to ensure best value for money, quality, delivery time, and contract terms.
• Prepare and/or oversee procurement documentation such as: comparative analysis, bid evaluation reports, purchase orders, contracts, delivery notes, and completion certificates.
• Ensure ethical procurement practices, conflict of interest declarations (where applicable), and transparency in vendor selection.

B. Supplier and Market Management

• Conduct market assessments and maintain updated supplier database, price lists, and framework agreements when relevant.
• Identify and assess new suppliers, including due diligence checks and performance review.
• Monitor supplier performance (quality, lead time, after-sales service) and document supplier evaluations.

C. Logistics, Warehousing and Distribution

• Oversee logistics arrangements for transport, storage, distribution, and delivery of goods/services to project locations.
• Ensure warehouse/store management standards are followed (stock control, bin cards, stock cards, GRNs, FIFO/FEFO where applicable).
• Ensure proper documentation for all movements (waybills, release forms, handover lists, beneficiary distribution lists when required).
• Coordinate closely with program teams to plan distributions and movements safely and efficiently.

D. Asset Management

• Oversee asset lifecycle management: acquisition, tagging, inventory, assignment, maintenance, handover, and disposal.
• Maintain and regularly update the Asset Register and ensure periodic physical inventory counts are conducted and documented.
• Ensure that asset documentation is complete and properly filed (asset handover forms, maintenance logs, disposal approvals, etc.).

E. Fleet Management

• Manage fleet operations including vehicle allocation, movement planning, fuel control, maintenance schedules, insurance, and licensing.
• Ensure vehicle logbooks are available and correctly maintained; review logs and fuel consumption reports regularly.
• Ensure driver management including orientation, safety briefings, and compliance with road safety and ARD fleet rules.
• Establish vehicle movement schedules and ensure proper approval and tracking systems are in place.

F. Compliance, Documentation and Reporting

• Ensure that procurement and logistics files are complete, accurate, and audit-ready at all times.
• Provide regular logistics/procurement reports as required (monthly/quarterly), including procurement tracker, vendor list updates, asset inventory updates, fleet reports, and warehouse stock reports.
• Support internal and external audits, donor verifications, and compliance reviews by providing timely documentation and explanations.
• Ensure archiving (soft and hard copy) systems are maintained according to ARD standards.

G. Coordination and Support to Programs

• Participate in project coordination meetings and provide procurement/logistics updates and risk mitigation actions.
• Support program teams in developing realistic procurement timelines and ensuring timely delivery of project activities.
• Provide required inputs for interim and final donor reports related to procurement/logistics components.

H. Security and Liaison

• Coordinate all movements and deliveries according to ARD security procedures and get required clearances before travel/transport.
• Work with the Security/Liaison focal point to follow approved routes, timing, and security updates.

 

Application should contain the following attachment:

Curriculum Vitae ( PDF)

Two up to date and recent references required (write in CV).

Please submit your CV in English to recruitment@ashuor.org and with “Logistics & Procurement Manager-Kirkuk” in the subject line

The deadline is 23-Dec-2025, by 4:30 pm. Only short-listed applications will subsequently be called for interview. Incomplete applications will not be considered.