Procurement, Logistics and Admin Officer

Job Description

The Procurement, Logistics and Administration Officer ensures that the Country Office has the goods, services, transport, and administrative systems it needs to deliver its programs effectively and in line with organisational policy and donor requirements. They lead procurement activities, coordinates logistics and transport, maintains asset, inventory, and office records, and provides administrative and HR support to the team. The role requires strong organisation, attention to compliance, and the ability to work with program, finance, and HQ colleagues, including during emergency response.

1. Procurement

• Lead the procurement of goods, works, and services for CO projects, following organisational procurement policy and donor rules.

• Obtain quotations, prepare price comparisons, and recommend suppliers based on price, quality, and delivery capacity.

• Support tenders and bid evaluations, including participation in procurement committees where required.

• Register, vet, and maintain a database of suppliers and service providers

• Prepare purchase requests, purchase orders, contracts, and coordinate with Finance on payment requests.

• Assist project teams to develop and regularly update procurement and delivery/ distribution plans that support project objectives.

• Ensure all procurement files are complete, accurate, and audit-ready, and that donor compliance requirements are met.

• Undertake field trips, as instructed by the CD, to verify supplier and service provider details.

2. Logistics and Transport

• Coordinate logistics functions across the CO, integrating operations wherever possible.

• Plan and coordinate the CO's transportation requirements, including vehicle scheduling and use.

• Maintain vehicle logs, and monitor maintenance, fuel use, and insurance for CO vehicles.

• Arrange logistics for office visitors, including accommodation, visas, and transportation.

• Maintain regular communication with CO and HQ colleagues in support of operations.

• Maintain transport files and reports according to agreed procedures and policy.

• Supervise the driver: set daily and weekly driving schedules, review vehicle logs, and ensure safe driving and compliance with transport and security procedures.

3. Asset and Inventory Management

• Maintain the asset register, including tagging, allocation, and periodic physical verification.

• Manage office supplies requisition and inventory, and any program stock held in storage.

• Process asset transfers and disposals in line with policy.

• Ensure asset and inventory reports are completed on time and meet donor requirements.

4. Office and Administration

• Schedule and organise staff meetings, in-house events, and training events, including venue and logistics.

• Take meeting minutes as required and circulate them promptly.

• Manage filing systems for programs and HR, in Google Drive and in hard copy, in line with legal requirements.

• Oversee day-to-day office management, including premises, utilities, maintenance, and service contracts.

• Provide general support to the CO as requested by the CD.

• Supervise the cleaner: set cleaning schedules and standards, and manage the supply of cleaning materials.

5. HR Administration Support

• Track and record staff leave days and contract end dates, and alert the CD and line managers in advance of expiry dates.

• Update staff health insurance records monthly or as required.

• Ensure all staff are aware of, and sign, organisational policies annually.

• Assist with national staff recruitment, including CV screening and participation in interviews.

• Assist with orientation and onboarding of new team members.

• Keep updated on local legal requirements for registration, employment, and HR, and advise the CD of changes.

• Handle all HR and personal data with confidentiality and in line with data protection requirements.

• Manage the driver and cleaner: assign work, track attendance and leave, conduct performance reviews.

Organisation Description

IsraAID is a non-profit, non-governmental and apolitical humanitarian aid agency dedicated to supporting populations in crisis around the world. Founded in 2001, as of 2026, the organisation has responded to crises in 68 countries and has ongoing operations in 10 countries, spanning a wide range of different sectors of expertise from both the humanitarian aid and international development arenas.

IsraAID has operated in Vanuatu since 2015 when we responded to Tropical Cyclone Pam, and has since shifted our focus to implement long term strategies for programs in WASH, health and nutrition, and Mental Health and Psychosocial Support, and DRR. IsraAID’s work in Vanuatu promotes sustainable and inclusive solutions, giving special attention to hands-on training and community ownership, and working closely with community, provincial, and national leaders.

Selection Criteria

ESSENTIAL SKILLS, KNOWLEDGE, AND COMPETENCIES

• ESSENTIAL: Diploma or degree in Procurement, Supply Chain, Logistics, Business Administration, or a related field OR equivalent experience

• ESSENTIAL: 2-3 years’ experience in procurement, logistics, or administration, preferably with an NGO or humanitarian organisation

• PREFERRED: Experience with donor-funded procurement rules

• Solid knowledge of procurement cycles, including quotations, tenders, bid evaluation, and contracting

• Ability to prepare and maintain accurate files, registers, and trackers (assets, inventory, fleet, leave, contracts)

• Proficiency in Google Workspace (Drive, Docs, Sheets) and Microsoft Office; strong Excel skills

• High attention to detail and accuracy.

• Planning, prioritization, and time management under pressure.

• Negotiation and supplier-management skills.

• Ability to write professional reports and correspondence

• Understanding of travel, visa, and accommodation arrangements

• Fluency in English; additional languages are an asset.