Near East Foundation (NEF)

Job Title: Procurement Officer

Reports to: Program and Operations Director

Location: Baghdad or Mosul, Iraq (with frequent travel to NEF operational areas, including Mosul and Erbil)                      Project Duration: July 1, 2025 – December 31, 2025
Project Title: Innovate Mosul: Strengthening the Green and Digital SME Ecosystem

Organizational Background

The Near East Foundation (NEF) is an international non-profit organization with over 100 years of experience building sustainable, prosperous, and inclusive communities across the Middle East and Africa. NEF operates through country offices and local partners in ten countries, focusing on Inclusive Economic Development, Sustainable Agriculture and Natural Resource Management, and Peacebuilding.

As part of its Iraq portfolio, NEF is implementing the UNDP-funded Innovate Mosul project, which aims to strengthen the green and digital SME ecosystem in Mosul—enabling small and medium enterprises to expand, create jobs, and access new markets.

Position Overview

The Procurement Officer will manage all procurement activities and provide comprehensive administrative support for the Innovate Mosul project. This role ensures that procurement processes adhere to NEF and donor policies, and that day-to-day office operations run smoothly. The Procurement Officer will travel frequently to NEF operational areas to oversee field-level procurement and administrative needs.

Key Responsibilities 

   1. Procurement Management

Implement NEF and donor procurement procedures throughout the project lifecycle—preparation of purchase requests, bid solicitation, evaluation of quotations, and issuance of purchase orders.

Identify, pre-qualify, and maintain a database of suppliers, contractors, and service providers; solicit competitive bids and negotiate favorable terms.

Review all procurement documentation (requests for quotations, bids, purchase orders) for completeness and compliance with NEF policies and donor guidelines (e.g., UNDP procurement rules).

Coordinate with program and operations teams to develop annual procurement plans, ensuring timely availability of goods and services for field activities.

Track delivery schedules and verify receipt of goods/services against purchase orders; report any discrepancies or delays immediately.

Ensure that all procurement transactions are properly documented, archived, and readily accessible for internal or external audits.

Support periodic procurement audits and facilitate the procurement team’s response to audit inquiries.

    2. Administrative Support

Manage day-to-day office operations, including:
    • Office supplies procurement and inventory management (stationery, printing consumables, IT accessories, etc.).
    • Coordination of office maintenance (facility repairs, utilities, and cleaning services).

Arrange and coordinate travel logistics for NEF staff (domestic travel bookings, accommodation and vehicle hire).

Manage visa and permit applications for NEF staff or consultants traveling on official assignments.

Provide administrative support for workshops, training sessions, and stakeholder events (venue booking, catering, printing materials, etc.).

Maintain organized filing systems (both electronic and hard-copy) for contracts, procurement records, and general office documentation.

Handle incoming correspondence, distribute mail, and draft routine office memos or notices as requested by management.

Support the Program and Operations Director by preparing meeting agendas, taking minutes, and following up on action items.

   3. Coordination and Reporting

Work directly with the Program team to forecast procurement needs for upcoming activities and share timelines.

Prepare monthly procurement status reports (e.g., outstanding purchase orders, delivery delays, supplier performance) for Project Management.

Collaborate with field teams to identify and resolve any procurement-related bottlenecks, ensuring uninterrupted implementation of project activities.

Participate in weekly coordination meetings with Program, Operations, and Logistics teams to highlight any procurement or admin challenges and propose mitigations.

  4. Other Duties

Support the onboarding process for new project staff, including procurement of office assets (furniture, computers, phones) and arranging workstation setups.

Perform any other related duties as assigned by the Program and Operations Director or Project Manager.

Required Qualifications

• Education: University degree in Business Administration, Supply Chain Management, Logistics, Public Administration, or a related field.
• Experience: Minimum of 2 years of professional experience in procurement and administrative functions within NGOs, international organizations, or donor-funded projects.
• Demonstrated familiarity with donor procurement regulations—UNDP procurement rules is a strong asset.
• Proven ability to implement end-to-end procurement processes: drafting tender documents, managing supplier evaluations, issuing purchase orders, and tracking deliveries.
• Experience with office management and administrative support (logistics, travel booking, maintenance coordination).
• Strong organizational skills, attention to detail, and ability to maintain accurate records.
• Excellent negotiation and communication skills in Arabic; proficiency in English is preferable. Kurdish language skills are a plus.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• High level of integrity, confidentiality, and professionalism.
• Ability and willingness to travel frequently to NEF operational areas (including Mosul and Erbil).

Preferred Qualifications

• Prior experience working with UN agencies or international NGOs, specifically.
• Knowledge of Iraqi procurement regulations, customs procedures, and market suppliers.
• Experience with electronic procurement systems.
• Familiarity with basic vehicle fleet management for field operations.

NEF will accept applications on a rolling basis until the position is filled. Interested candidates are encouraged to apply as soon as possible. The deadline will be on June 21, 2025.

To apply:

Please apply by submitting the following documents on the Near East Foundation's career page at: 

https://neareast.bamboohr.com/careers/461?source=aWQ9MTY%3D 

1. Cover letter outlining relevant experience and skills based on the requirements outlined above;
2. Curriculum Vitae;
3. List of three references (including one from current, or most recent, employer).

Please note only shortlisted candidates will be contacted. Female candidates are strongly encouraged to apply.

Applicants are strongly encouraged to familiarize themselves with the Near East Foundation by visiting the NEF website at www.neareast.org.

The Near East Foundation promotes Equal Opportunities for all applicants seeking employment and NEF employees.

 Pre-employment Checks

Any Employment with the Near East Foundation will be subject to the following checks prior to start date:

• A satisfactory Restricted Party Screening;
• Receipt of satisfactory references;
• Proof of eligibility to work in the national location for this role.

NEF's strength is its people. Our team is our fuel to achieving the innovation, quality programming, community focus, mutual trust, sustainability, and learning needed to realize our mission. To help our team thrive, we support a working structure that prioritizes flexibility, personal commitments, and staff well-being while promoting a work culture of teamwork, collaboration, respect, integrity, and excellence.

As an international organization, we value a truly diverse workforce and prioritize a culture of inclusivity and belonging. We strive to create a high-achieving work environment informed by different cultures, perspectives, and experiences. With a commitment to diversity, equality, equity, and inclusion in all we do, our aim is to ensure that people feel heard, protected, and empowered to contribute to NEF's mission from day one.