Logistics Assistant Urgent Hire

Number of positions: 2

Duration: 1 year

Location: Duhok Office

Publishing date: 18th March 2025

Deadline of submission: 24th  March 2025

About Us

The Lotus Flower is a non-governmental organization which empowers vulnerable women and girls so that they are safe, have opportunities to learn, the tools to become financially independent and the freedom to lead change. We provide safe social spaces inside refugee camps and implement projects to help them rebuild their lives and earn a living. We run women’s and child protection centers for the IDP, refugee and host community in Kurdistan 

Our programs are based around pillars from the UN's 2030 Sustainable Development Goals:

  • Health & Safety

  • Education and Livelihoods

  • Peace building & Human Rights

  • Climate Change

Our centers implement much-needed livelihood training, language courses, computer training, mental health support, fitness and health training, and awareness sessions and advocacy on women's rights and gender-based violence. 

We aim to provide the foundation for women to rebuild themselves, their families, and their futures. As local implementers, we work at the grassroots level to get right into the heart of communities, listening to local needs and employing local women to implement the programs. Our fundamental belief is that women and girls are powerful drivers of change, and we provide the support they need to reach their full potential and rebuild their futures.

Overall job purpose

The logistic assistant's duty is to ensure the smooth running of day-to-day logistics activities of the project in Duhok office, in accordance with established policies. The logistics assistant is responsible for handling procurement activities, tracking stocks and assets and maintaining logistics files in an orderly manner. The person will be supervised by the logistics officer.

Procurement and Logistics Responsibilities

1.       Requisition Processing & Sourcing

·         Receive and review purchase requisitions for goods and services, ensuring alignment with TLF procurement regulations and guidelines.

·         Identify suitable vendors and source bids or quotations to obtain competitive pricing while adhering to procurement policies.

2.       Supplier Coordination & Delivery Management

·         Liaise with suppliers to ensure timely and accurate delivery of goods and services.

·         Verify that received items match the invoices, delivery notes, and packing lists.

·         Ensure that goods are received in good condition and meet the required quality standards.

3.       Documentation & Compliance

·         Maintain organized records of requisitions, quotations, purchase orders, evaluation forms, and quantities in compliance with TLF logistics policies.

·         Ensure that procurement documentation aligns with audit and donor requirements.

4.       Coordination with Program Teams

·         Work closely with program teams to ensure the timely distribution of goods and services to beneficiaries.

·         Provide necessary support to field operations to facilitate smooth logistics and supply chain processes.

5.       Reporting & Documentation

·         Prepare and submit timely case documentation and written reports to the supervisor.

·         Maintain and update procurement status reports, inventory lists, and procurement trackers as required.

·         Generate and share reports on procurement activities, including competitive bid analyses.

6.       Procurement Analysis & Contracting

·         Conduct competitive bid analyses to ensure cost-effective and quality procurement decisions.

·         Issue purchase orders in compliance with TLF procurement policies.

·         Negotiate terms with suppliers, vendors, and contractors to secure the best pricing, quality, and delivery schedules while safeguarding TLF’s interests.

7.       Procurement & Inventory Tracking

·         Regularly update the procurement tracker sheet with the status of purchase requests (PRs).

·         Ensure proper tracking of manual PRs to maintain accuracy and accountability in procurement processes.

·         Conduct inventory checks and assess supply needs to facilitate proper inventory management.

8.       Field Visits & Logistics Operations

·         Conduct frequent field visits to oversee and support daily logistics operations.

·         Monitor on-ground procurement and supply chain activities to ensure efficiency and compliance.

9.       Vendor Management & Database Maintenance

·         Update and maintain the vendor database to ensure access to reliable and approved suppliers.

·         Evaluate vendor performance and maintain records for future procurement decisions.

10.   Monthly Reporting & Compliance

·         Prepare and submit the manual procurement tracker and other relevant reports to the line manager on a monthly basis.

·         Ensure that procurement and logistics activities are aligned with organizational policies and donor compliance standards.

11.   Additional Responsibilities

·         Perform any other duties as assigned by the supervisor to support procurement and logistics functions within the organization.

Qualifications & Preferred Skills

Required Skills & Qualifications:

·         Minimum Diploma in Business, Accounting, or relevant field. Specialized academic certificates or training certificates will be considered as an added advantage.

·         Professional experience of at least two (2) years in a logistics role. Previous experience working with an NGO will be considered as an added advantage.

·         Knowledge of Procurement and Supply Chain procedures.

·         Highly organized and detail-oriented with strong analytical, reasoning and problem-solving skills.

·         High level of integrity and attention to detail.

·         Fluent in Kurdish and good level of English required; Arabic language skills an added advantage.

·         Strong competency in computer and email applications (MS Word, Excel, Outlook).

How to apply:

  • Please send your updated CV and cover letter to careers@thelotusflower.org  while mentioning “Logistics Assistant “as the subject of your email.

  • CVs and Cover letters that are in the form of pictures, and screen-shots will not be

accepted.

  • CVs that do not include the subject line will not be considered.

  • Only shortlisted candidates will be contacted.

  • Applications past the expiration date of the advertisement will not be considered.