Generic responsibilities:

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Oversee procurement schedule and prioritization with programme team, according to supply plans

Specific responsibilities:

• Process procurement files for Herat level purchases, ensuring clear and detailed supporting documents are prepared and authorized in-line with NRC procurement processes
• Work with purchase requesters to ensure that selection criteria is agreed at the start of the procurement process and that clear selection criteria are included in all Requests for Quotations.
• Ensure that a transparent method for supplier selection is used and documented for all purchases
• Register and/or prepare requisitions, quotations and purchase orders and update status reports
• Prepare periodic procurement status reports and share appropriately
• Track current procurements and update them bi-weekly as per the Procurement Tracker Sheet (PTS) and forward the PTS to the line manager by 5th of every month
• Prepare RFQ, bid analysis and bid committee meeting minutes
• Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment,
• Communicate response to vendors on status of their bids.
• Develop a standard list of supplies for Herat Area Office and establish prices catalogue
• Assist the Logistics Officer/Procurement in running the Procurement Unit in Herat Area Office and provide support to other colleagues during periods of absence.
• Plan and organize day-to-day procurement tasks and ensure that all activities pertaining to procurement function at Herat Area Office are carried out efficiently.
• Ensure that right goods and services are procured as per specifications requested and keep the Requesting Department fully engaged from start to finish of the procurement process.  
• Maintain and regularly update database of suppliers and service providers in Herat and share that with relevant teams in Herat Office.
• Maintain the procurement tracking sheet and share the update status of procurements regularly with all team leaders in Herat Area Office.
• Ensure that NRC Procurement Procedures, SOPs and logistics handbook are fully complied for all procurements in Herat and donor rules are followed. Seek guidance where necessary.
• Draft and dispatch Request for Quotation/Invitation to Tenders and coordinate with relevant departments for procurement committee meetings or Tender opening formalities.
• Support & coordinate with Herat Area Office on procurement requests and provide necessary guidance and support.
• Conduct market surveys and assessment and maintain a clean database system
• Provide anti-corruption, transparency and cost-efficiency focus in all procurement processes
• Provide training to project staff in procurement matters
• Prepare and develop status reports as required by management in weekly, bi-weekly and monthly basis
• Implement internal controls and procedures for ensuring strict compliance with the NRC Mission's Logistics Handbook and its standard operating procedures.
• Maintain procurement files and ensure that all documents related to procurements are securely kept/filed.
• Ensure that suppliers are paid according to agreed timeline and their payments are processed with finance in time. Follow up/Coordinate as it may be required.
• Identify suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of Programme implementation in accordance with NRC logistics Guidelines.
• Receive purchase requisitions and source bids & quotations for the purchases of goods and services in accordance with NRC procurement procedures and tools.
• Assess, negotiate and issue purchase orders & contracts to suppliers, vendors, providers and contractors of goods and services in accordance with NRC value for money principles
• Liaise with suppliers to ensure prompt and accurate delivery of goods and services as per purchase order & contracts, invoices, delivery notes and packing lists.
• Maintain proper files of procurement documents (Purchase requisitions, quotations, bid analysis, purchase orders and other relevant documents)
• Work as closely as possible to the schedule designed by the Support Office logistics team, working to limit delays and disruption to plans.
• Act as focal point for all procurement related activities at Herat Area Office and coordinate with concerned departments in accomplishing the tasks.
• Assist in promoting NRC core values and creating awareness about procurement policies and procedures.

Financial issues:

• Responsible for preparing of vouchers of all financial transaction according to PR / invoice and relevant supporting documents
• Receiving of cash advance for small purchasing and responsible for advance clearance with finance department
• Process office monthly pre-paid phone card for all national staff based on distribution list and do the payment accordingly.