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Habibullah Ahmadzai Logistic/Operation Officer
12th District, Kabul, Afghanistan
+93766079060
Profile Summary
  • •Highly self-motivated, extremely disciplined, and thorough professional with a proven track record of completing tasks from inception to completion. Exceptionally well-organized with excellent attention to detail.
  • •Holds a Bachelor's degree in Civil Engineering majoring in Construction and Transportation Management from Kardan University, and certificates in Logistics & Supply Chain and Procurement Management from ALCS.
  • •With over seven years of professional experience, I have worked with INGO and various Local NGOs and well-known private companies/subcontractors of UN agencies. I have supported major UN agencies and INGOs in implementing projects funded by the World Bank, ADB, UN, and USAID, particularly in humanitarian contexts.
  • •I possess outstanding interpersonal and communication skills, strong supervisory capabilities, and extensive experience in Supply Chain operations management, procurement contracting, transportation, and logistics management.
  • •My ability to multitask efficiently and effectively has been a key asset throughout my career.
    • Professional Experience
    01/2022 – 12/2023Kabul, Afghanistan

    Logistic/Operation Officer

    Emmanuel Development Association (EDA)

    International NGO/Partner of UN Major Agencies; Funding by USAID/World Bank/ADB/UN Agencies

    Responsibilities & Tasks:

    Procurement;

  • •Responsible to create and maintain a comprehensive procurement tracker for each project, which is shared on monthly basis with relevant stakeholders.
  • •Responsible to ensure the quality/transparency and integrity of procurement activities in Kabul. And ensure that procurement activities are accountable, in compliance with UN agencies and EDA Procurement policies, guidelines & regulations.
  • •Responsible for effectively and orderly filling and archiving of procurement documents. And ensures that all procurements are properly documented and that files are complete, in line with UN and EDA procurement guidelines, donors and audit requirements.
  • •Ensures the quality of goods/services meets the specifications provided by UNICEF, UNHCR,UNDP/UNOPS, UNFAO, and other Contractors.

    • Wearhouse & Stock Management;

  • •Provide support to the warehouse team and make sure systems and reporting is in place to allow effective storage and distribution of transit and centralized stocks.
  • •Make sure stock management systems are implemented and all key staff know and adhere to policies.
  • •Ensure warehouse and stocks are secure, well managed and documented. Improve on and ensure accuracy of reporting and tracking databases.
  • •Ensure regular rotation of stocks (particularly Agricultural items) ensuring limited losses due to expiration.
  • •Assist in the preparation of analysis and reports on inventory tracking, movements, etc. Analysis, reporting and follow up of such findings.
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  • •Oversee routine physical stock counts, document discrepancies and report losses to management.

    • Assets;

  • •Ensure a centralized asset register is maintained; ensure that all office and program assets are logged. For all assets maintain tracking system and ensure all assets are issued with unique EDA asset number, ID tag and are tracked.
  • •Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to EDA and/or UN regulations. Ensure annual (or bi-annual) asset checks are completed; damage and losses are reported immediately.
  • •Ensure UN's reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to UN standards and regulations.

    • Transport, Travel & Fleet;

  • •Ensure management of vehicle fleets is in line with EDA and USAID standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
  • •Ensure transport services are cost efficient and reliable. Ensure the efficient coordination timely delivery of supplies to projects.
  • •Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road.
  • •Manage national flight bookings for Country Directer and top management staff through approved travel agent services.
    • 01/2021 – 12/2021Kabul, Kandahar and other, Afghanistan

    Supply Chain and Operation Officer

    Afghan Uruzgan Humanitarian Organization (AUHO)

    National NGO/Local Partner of UN-WFP Funded by USAID/IHA/ADB/UN Agencies

    Responsibilities & Tasks:

  • •Accountable for the overall supply chain management at the field office.
  • •Implement AUHO Supply Chain functions (procurement, inventory  management and warehousing, assets management, fleet management) at the field office in compliance with AUHO procedures
  • •Ensure that transparency and accountability are always met within AUHO procurement procedure and within other supply chain procedures.
  • •Provide planning support and advice to those making a procurement request, and ensure that the procurement is request is done in line with AUHO procurement policy, avoiding procurement split and  in a transparent, accountable, efficient and cost effective manner
  • •Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staffs are well-informed and well-prepared for incoming goods and material
  • •Ensure all AUHO supply chain procedures are followed by all staff at the field office
  • •Ensure the timely implementation of procurements in full compliance with AUHO procurement  procedures
  • •Prepare solicitation documents for all procurement and share with supplier through AUHO approved medium
  • •Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment.
  • •Maintain accurate PR tracking for all procurement done at the field office. 
  • •Coordinate the tender evaluation and contract award in line with AUHO procurement policies and procedures.
  • •Coordinate the  Pre- Qualification of Suppliers and Frame Work Agreement processes at the field office and support to the Supply Chain Manager in the selection and evaluation of Pre- Qualify Suppliers.
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  • •Ensure that there are separate registries and trackers are available for all functions of the supply chain.
  • •Manage the contract and lease tracker and ensure that all leases are fully updated; inform the Supply Chain and Operation at least three(3) months in advance before the expire of lease agreement.
  • •Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation, food , etc
  • •Ensure timely and accurate  periodic report for all supply chain functions (Procurement, warehouse, fleet and assets)
  • •Represents the Supply Chain and Operation Department during Logistics cluster meetings.
  • •Oversee routine physical stock counts, document discrepancies and report losses to management.
  • •Ensure AUHO vehicles, including rental vehicles, motorbikes and generators, are in proper operating condition and  are equipped with necessary documents and safety equipment.
  • •Ensures that the office buildings and guest houses are equipped according to standard list and maintained according to hygiene standards and the first aid kits are maintained properly.
  • •Ensure effective systems are put in place to track assets and equipment from the point of receiving, storage, dispatch and at partner or distribution level.
  • •Provide logistical and operational support to all Country Office staff.
    • 07/2019 – 12/2020Kabul,Nangarhar and other, Afghanistan

    Transport & Logistic Associate

    Way to Hope for Life Oraganization (WHLO)

    National NGO/Local Partner of UN-OCHA Funded by USAID/UN Agencies/World Bank

    Responsibilities & Tasks:

    Transportation:

  • •Maintains and handles the database of vehicles;
  • •Maintains time and attendance records of the transport staff in Kabul and the field Offices.
  • •Controls and manages supply related items and major services.
  • •Maintains logbooks and records on assigned vehicles;
  • •Drafts various correspondences and responses to queries;
  • •Maintains office records and establishes reference files on various subjects for the sub-unit; sub contractors and local partners.
  • •Assists drivers in the preparation of overtime, accident claims and other reports.
  • •Processes requests for office supplies
  • •Processes and obtains on behalf of WHLO and OCHA staff: UN number plates, driver's licenses, vehicles insurance and roadworthiness certificates.
  • •Follows up on all request, vehicle-related permits and documents of various Afghanistan's Transport Authorities.
  • •Assists the supervision of the work performance of the drivers.
  • •Assists in the preparation and compilation of reports
  • •Assists in the execution of technical evaluation for vehicles and other contracts.
  • •Conducts daily checks to ensure the mechanical soundness and overall cleanliness of assigned vehicles prior to operating, by verifying and undertaking checks of the following: petrol, oil and water levels, electrical system, brakes, tire pressure and condition.
  • •Arranges and oversees roadworthiness tests for official vehicles
  • •Collects information and advises the supervisor to impending changes to transport rules and regulations by virtue of contacts maintained with the country transport authorities.
  • •Processes the payment of contractors' invoices and monitor payments.
  • •Supervises the work of more junior General Service staff.
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    Logistics:

  • •Manage and track the in/out of the stock items.
  • •Implement internal controls and procedures designed to ensure strict compliance with the WHLO and UN-OCHA Logistics (procurement) handbook and the standard operating procedures detailed therein.
  • •Manage and inspect the vehicle fleet and generator for both office and staff houses.
  • •Update the WHLO-UN-OCHA Inventory Assets on monthly bases.
  • •Draft and dispatch of quotation requests and/or tender.
  • •Support the Field offices with providing assistance to purchase the items/equipments when they can’t provide it from their location.
  • •Ensure that all WHLO-UN-OCHA assets are inventoried and/or have standard bar code template.
  • •Ensure that the fuel for the generators in/out is recorded properly in the generator Log books.
  • •Ensure that all he generator and vehicle are serviced on time and properly.
  • •Manage and inspect the vehicle log books and insure that the fuel expenditure is recorded.
  • •Ensure that electric systems are working properly both in the office and Villa.
  • •Ensure that all the electric equipments are working properly both in the main office and sub units.
  • •Facilitate mission to Field arrangements for the WHLO and UN-OCHA staff.
  • •Ensure that all the contracts related to logistic are updated and are in line with the WHLO-UN-OCHA standards contracts.
  • •Mange and prepare the driver duty roster.
  • •Ensure to submit the logistic monthly report on time to the Head of Administration and Finance Unit in Sanaa
  • •Ensure that all the WHLO-UNOCHA project's equipments are in good condition
  • •Performed all the responsibilities of the supervisor during his absence.
    • 01/2019 – 06/2019Kabul and visiting Nangarhar, Afghanistan

    Assets & Inventory Assistant

    Way to Hope for Life Oraganization (WHLO)

    National NGO/Local Partner of UN Agencies Funded by USAID/UN/World Bank

    Responsibilities & Tasks:

  • •Maintain an accurate and update assets and equipment registry.
  • •Manage the NetSuite asset tracker for all asset at the field office.
  • •Maintain and update the movement and transfer of assets to other department/offices and health facilities and update the NetSuite Asset tracker  
  • •Perform physical inventory of all assets and make sure that the tag number, location, use, condition, and other specification matched with the asset register database.
  • •Perform physical counts of assets and identify obsolete items for disposal process.
  • •Provide daily support to program team regarding transfer and assigning assets.
  • •Maintain accurate filing system and database for all assets.
  • •Assign asset tag numbers for assets in line with WHLO assets policy and manage the Asset Assignment Form for all assets for staff and health facilities.
  • •Prepare assets list for donation, disposal and loss and damage report for and asset that is reported loss or damage.
  • •Access all damage assets and identify a cost efficiency means of repairing them
  • •Manage the storeroom/warehouse for assets and inventory and ensure WHLO warehouse policies and procedures are adhere to at all times.
  • •Ensure that the storeroom/warehouse  is organized, secure, clean manner and present the waste and damage of inventory  
  • •Conduct annual needs analysis for stationary, cleaning materials, consumables, utilities for all health facilities
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  • •Prepare distribution plans for supplies to all health facilities and ensure the timely and smooth distribution.
  • •Prepare GRN for all assets received at the Filed office whether the assets is directly procured by WHLO or received as donation.
  • •Manage the GIK tracker for all assets donate to WHLO and prepare monthly GIK reconciliation report to finance for movement of donated assets.
  • •Manage the smooth and stable work of ICT/Communication equipment (laptops, desktops, printers, network equipment etc.). 
  • •Ensure the stable and smooth functioning of networks, both LAN (wired and Wi-Fi) and Internet connections, in office and other premises rented by WHLO. Liaise with ISP providers when necessary.
  • •Identify and advise on IT and equipment needs, including the recommendation for procurement.
  • •Performed any other duties assigned by Line Manager.
    • 01/2018 – 09/2018Kabul, Afghanistan

    Procurement & Contract Officer

    Awtsaar Logistics and Consultancy Services (ALCS)

    Company/Supplier/Sub-Contractor of UNICEF UNHCR UNFAO UNOPS & IRC

    Responsibilities & Tasks:

    Procurement:

  • •Identifying requests for quotes (RFQs), requests for proposals (RFPs) and invitation to bids (ITBs) relevant to the business.
  • •Prepare documents for requests for quotes (RFQs), requests for proposals (RFPs), invitation to bids (ITBs) and other supported documents.
  • •Assist the manager in developing proposals, and negotiating specifications and terms and conditions.
  • •Process ALCS main office as well as projects Purchase Request Forms (PRF) in duet dates requested by technical and project team.
  • •Locate and identify potential vendors and suppliers both domestically and internationally.
  • •Procure high-dollar, high-volume commodities and small purchases.
  • •Conduct cost/price analysis for all ALCS project procurement;
  • •Generate procurement plans and price proposals for all ALCS projects and site offices.
  • •Generate purchase agreements and negotiate price, terms, and conditions;
  • •Ensure compliance of all procurement and contracts with ALCS policy and procedures.
  • •Work with UN agencies to coordinate the transport of goods to final destinations;
  • •Provide weekly procurement clearances with Finance department.
  • •Assist technical and project team in preparation of the invoices for sub-contractor and supplier.
  • •Assure timely payments by finance section to all sub-contractors, service providers and suppliers
  • •Multitask under short deadlines.

    • Contract:

  • •Advise the CEO and Operation manager - Operation on all subcontract matters that arise on the project.
  • •Negotiate with all potential subcontractors and prepare the subcontract documents and Agreements according to ALCS regulations.
  • •Review all subcontract terms, conditions and budgets regarding the project BOQ, specifications and limits and recommend changes before the agreements are signed.
  • •Assist the Administration Manager in the creation and maintenance of a suitable filing system for all subcontracts.
  • •Assist the senior Operation manager - Operation in the procurement of main office and project equipment, goods and materials, ensuring that ALCS procurement regulations are followed strictly.
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  • •Maintain and update a standard Pricing List, technical catalogues, quotations, and samples (as needed)
  • •Manage and attend all Procurement Committee meetings, documenting results properly.
  • •Compile procurement files in hard and soft copies and keep a record of all contracts
  • •Perform any other tasks as required to support the activity of the mission, in co-operation with the Manager.
    • 01/2017 – 12/2017Kabul, Afghanistan

    Procurement Officer

    Afghan Hodman Logistics Services (AHLS)

    Company/Supplier/Sub-Contractor of IRC, NRC, ICOM, DRC & NCA

    Responsibilities & Tasks:

  • •Lead the procurement contracting process and make sure that it is in compliance with AHLS policies;
  • •Ensure that all procurements guarantee quality goods and services at the most competitive price.
  • •Keep up to date the procurement tracking sheets, price lists, and approved vendor list;
  • •Establish a smooth stock/storage system to ensure adequate office supplies and the security of all items in the storage;
  • •Ensure that there is a procurement plan for AHLS exist and new projects and have in place an annual procurement plan.
  • •Closely work and coordinate with the finance department for payments of suppliers;
  • •Ensure that property and assets are properly tagged.
  • •Maintain an up-to-date inventory list.
  • •Conduct timely physical count of inventory and make update reporting;
  • •Ensure proper and legitimate usage of the AHLS assets and office equipment;
  • •Ensure physical facility for storage of materials, tools & equipment in the stock.
  • •Provide assistance to members of staff and visitors, including travel arrangements, meet and greet visitors and field staff.
  • •Manage office vehicle fleet including insurance and regular maintenance and provide monthly reports on the status of each vehicle;
  • •Ensure a proper filing system (hard/soft) for logistics documents.
  • •Any other tasks assigned by the top management.
    • 02/2016 – 12/2016Kabul, Afghanistan

    Logistic Assistant

    Afghan Hodman Logistics Services (AHLS)

    Company/Supplier/Sub-contractor of IRC, NRC, ICOM, DRC & NCA

    Responsibilities & Tasks:

  • •Acting as second-in-command to the manager, and taking care of all duties in his absence.
  • •Assisting the Manager with operational issues.
  • •Scheduling meetings and team building sessions as required.
  • •Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency.
  • •Arrange warehouse, catalog goods, plan routes and process movements.
  • •Assist in the delivery of procured items to the project implementation sites
  • •Preparing and filing forms and other documents.
  • •Taking inventory and ordering office supplies as needed.
  • •Updating logs and order forms.
  • •Analyzing all operations and forwarding suggestions for improvement to the Manager.
    • Attended Trainigs/Workshops
    One Day Trainings Organized by UN Agencies
  • •Training for sub-contractors on UN Procurement Policy in long term agreements, organized by UNFAO.
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  • •Trainig for sub-contractor on Project Implementation and Market Shortage, organized by UNICEF supply section.
  • •Trainig for sub-contractor/supplier on the Delivering of Goods to final ponits, Organized by UNICEF.
  • •Training for sub-contractors/suppliers on the Items Inspection and their specification requirements, organized UNICEF.
  • •Training for sub-contractor/supplier on Communication Process with Top Management of UNICEF during the project implementation and long term agreements, organized by UNICEF.
  • •Training on Operational Preparedness for Cash Transfer organized by UNFAO.
  • •Training on Safe and Secure Approaches in Field Environments (SSAFE), organized by UNDSS in UNOCA.
  • •Training on the Gender Leadership in Humanitarian Action, organized by UNICEF.
    • Skills
    Project Management|Contract Management|Supplier Management|Transportation Management|Vendor Relationship|Communication|Inventory Control|Organization|Attention to Details|Problem Solving|Decision Making|Analytical Skills
    Education
    02/2014 – 02/2019Kabul, Afghanistan

    Bachelor's Degree / Civil Engineering (Major in Construction & Transportation)

    Kardan University

    Plus extra cridets as generel sujects; Introduction to Business, Business Communication and Management Information System.

    02/2018 – 03/2018Kabul, Afghanistan

    Certificate / Logistic & Supply Chian

    Awtsaar Logistic and Consultancy Services
    05/2018 – 06/2018Kabul, Afghanistan

    Certificate / Procurement Management

    Awtsaar Logistic and Consultancy Services
    01/2015 – 12/2015Kabul, Afghanistan

    Diploma / English Language

    Kardan University
    03/2014 – 12/2014Kabul, Afghanistan

    Certificate / English Language

    Muslim English Language Institute
    01/2011 – 03/2011Shinkari, Pakistan

    Certificate / Business Office Technology & MS. Office

    Advance Institute of Computer Science Shinkari
    12/2013Kabul, Afghanistan

    Baccalaureate Degree / School studies

    Pohand Abdul Shukor Reshad High School
    Software & IT Skills
  • •Microsoft Office Package
  • •Microsoft Project
  • •ERP System
  • •SPSS
  • •Google sketch up
  • •Auto CAD
  • •Internet & Emailing
  • •Others
    • Languages
    English — Fluent
    Pashto — Native/Bilingual
    Urdu — Fluent
    Dari — Fluent
    Habibullah Ahmadzai
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    References

    Available upon request...

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