VACANCY ANNOUNCEMENT

Procurement Coordinator

Peace and Freedom Organization (PFO)

Peace and Freedom Organization (PFO) is seeking a qualified, experienced, and motivated professional to join its team as a Procurement Coordinator.

The Procurement Coordinator will support PFO in ensuring that procurement processes are conducted in a transparent, competitive, accountable, efficient, and cost-effective manner, in accordance with PFO policies and procedures, approved budgets, donor requirements, and applicable standards.

1. Position Information

2. Position Purpose

The Procurement Coordinator will be responsible for coordinating and managing procurement processes for Peace and Freedom Organization and its projects.

The position will ensure that procurement activities are conducted in a transparent, fair, competitive, accountable, timely, and cost-effective manner, in compliance with PFO's procurement policies and procedures, approved budgets, donor requirements, and principles of integrity and conflict-of-interest prevention.

The Procurement Coordinator will work closely with management, finance, program, administration, and other relevant teams to ensure effective procurement planning, implementation, documentation, and follow-up.

3. Key Responsibilities
4. Procurement Planning and Coordination

• Coordinate procurement processes for PFO and its projects in accordance with approved policies and procedures.
• Receive and review purchase requests from departments and projects and ensure that all required information and supporting documentation are complete.
• Support procurement planning in coordination with program, finance, and administrative teams.
• Ensure that procurement activities are conducted within approved budgets and timelines.
• Follow up on procurement requests and ensure timely completion of procurement processes.

1. Supplier Management

• Identify and assess potential suppliers and service providers in Iraq and the Kurdistan Region.
• Request and collect competitive quotations in accordance with PFO procurement procedures.
• Maintain and regularly update the supplier database.
• Communicate professionally and transparently with suppliers and service providers.
• Monitor supplier performance, delivery schedules, quality, and compliance with agreed terms.
• Support the development and maintenance of an approved supplier list.
• Identify procurement-related risks and communicate them to management.

1. Procurement Documentation and Evaluation

• Prepare Requests for Quotations (RFQs) and other procurement documents.
• Obtain, organize, and review quotations and supporting documentation.
• Prepare clear and transparent price and technical comparison tables.
• Ensure procurement decisions are properly documented and justified.
• Coordinate with procurement committees or authorized personnel for review and approval.
• Prepare and follow up on purchase orders, contracts, and procurement-related agreements.
• Ensure procurement files are complete and properly documented before payment processing.

1. Delivery and Payment Follow-up

• Follow up on the delivery of goods and services.
• Verify that delivered goods and services meet required specifications, quantities, quality standards, and agreed delivery schedules.
• Coordinate with relevant staff regarding the receipt and verification of purchased goods and services.
• Coordinate with the Finance Department regarding invoices and supporting documents required for payment.
• Follow up on outstanding procurement and payment-related documentation.

1. Records, Filing, and Compliance

• Maintain complete and organized procurement files in both electronic and physical formats.
• Properly file and archive quotations, purchase requests, comparison tables, approvals, purchase orders, contracts, invoices, delivery notes, and other relevant documents.
• Ensure procurement processes comply with PFO policies and procedures and applicable donor requirements.
• Support internal and external audits by providing complete and accurate procurement documentation.
• Maintain confidentiality of procurement information, supplier information, financial information, and organizational documents.

1. Reporting and Coordination

• Prepare periodic procurement reports and updates as requested by management.
• Maintain an updated procurement tracking system.
• Inform management of procurement delays, challenges, risks, or potential conflicts of interest.
• Coordinate effectively with Finance, Programs, Administration, and other relevant departments.
• Perform other procurement-related duties assigned by management.

4. Required Qualifications and Experience

• Bachelor's degree in Business Administration, Procurement, Supply Chain Management, Logistics, Accounting, Finance, Economics, Management, or another relevant field.
• Minimum 3 years of relevant professional experience in procurement, preferably with a local or international NGO.
• Good knowledge of procurement principles, procedures, and supplier management.
• Practical experience in preparing RFQs, collecting quotations, preparing comparison tables, purchase orders, contracts, and procurement files.
• Good understanding of financial and administrative procedures related to procurement.
• Experience working with donor-funded projects is an advantage.
• Good knowledge of the supplier market in Iraq and the Kurdistan Region.
• Strong organizational, documentation, and filing skills.
• Ability to manage multiple procurement processes simultaneously and meet deadlines.
• Strong communication, negotiation, and coordination skills.
• Good computer skills, particularly Microsoft Excel and Microsoft Word.
• Ability to work independently and as part of a team.
• High level of integrity, professionalism, confidentiality, and accountability.

5. Language Requirements

• English: Good written and verbal communication skills are required.
• Arabic: Strong command is required.
• Kurdish: Good command is an advantage.

6. Preferred Qualifications and Experience

The following qualifications and experience will be considered an advantage:

• Previous procurement experience with NGOs, INGOs, UN agencies, or donor-funded projects.
• Familiarity with international donor procurement rules and compliance requirements.
• Experience in procurement for humanitarian, development, human rights, or civil society projects.
• Experience working with procurement committees and competitive procurement processes.
• Knowledge of procurement documentation and audit requirements.
• Familiarity with digital procurement and document management systems.
• Knowledge of local supplier markets and service providers across Iraq and the Kurdistan Region.

7. Professional Integrity and Conflict of Interest

Peace and Freedom Organization is committed to transparency, accountability, fairness, and integrity in all procurement activities.

The Procurement Coordinator is expected to:

• Maintain professional independence and impartiality when dealing with suppliers.
• Avoid any actual, potential, or perceived conflict of interest.
• Not accept gifts, commissions, favors, or other benefits from suppliers or service providers.
• Maintain confidentiality of quotations, supplier information, prices, and procurement decisions.
• Report suspected fraud, corruption, collusion, or conflicts of interest through the appropriate organizational channels.
• Comply with PFO's Code of Conduct and relevant organizational policies.

8. Working Conditions

The Procurement Coordinator will be based in Erbil Governorate, Kurdistan Region of Iraq.

The position is part-time and requires three working days per week.

The procurement portfolio may cover PFO's programs, projects, offices, and activities across Iraq and the Kurdistan Region, as required.

The initial contract will be for three months, with the possibility of renewal subject to:

• Satisfactory performance;
• Availability of funding;
• Organizational needs; and
• Compliance with PFO policies and procedures.

9. How to Apply

Interested and qualified candidates should submit:

1. Updated CV
2. Cover Letter explaining their relevant experience and suitability for the position.
3. Any additional supporting documents demonstrating relevant qualifications and experience.

Important Application Requirement

All application documents and correspondence must be submitted in English.

Applications that do not meet this requirement may not be considered.

Please send your application to:

📧 This email address is being protected from spambots. You need JavaScript enabled to view it.

Please use the following subject line:

“Procurement Coordinator”

Application Deadline

11 August 2026

Only shortlisted candidates will be contacted for the next stage of the recruitment process.

Peace and Freedom Organization (PFO)
Erbil Governorate – Kurdistan Region of Iraq