Administrative, Logistics and Procurement Support

Terms of Reference

Administrative, Logistics and Procurement Support

NEF invites qualified individuals to apply for the consultancy assignment described below through BambooHR.

Project: ProDIGI

Contract type: Independent consultancy service agreement

Location: Baghdad, supporting activities across project locations, including the Kurdistan Region of Iraq

Number of contracts: One individual service contract

Planned start date: 15 November 2026

End date: 30 June 2027

Delivery basis: Defined services and accepted deliverables

Application deadline: 5 days from publication

Coordination and acceptance: NEF

Application platform: BambooHR

About NEF

Near East Foundation (NEF) is an international nonprofit organization supporting economic development and community resilience. In Iraq, NEF works with communities, civil society and private-sector partners to strengthen livelihoods, enterprise development, access to finance and employment opportunities, including for women and other underserved groups.

Background Information

ProDIGI supports workplace readiness, digital and green skills, career planning and improved employment opportunities in Baghdad, Anbar and Basrah. Activities combine participant outreach and profiling, blended training, individual coaching, employer engagement, job matching and follow-up. The project also supports training for Career Development Centre staff in the Kurdistan Region of Iraq and monitoring of the existing Revolving Credit Fund in Anbar. The assignments support project implementation and closure through 30 June 2027.

Purpose

Deliver defined procurement documentation and event logistics packages for the agreed ProDIGI activities. The assignment covers sourcing and comparing offers, preparing complete procurement files, and documenting readiness and completion of specified events. Routine office administration, staff supervision, standing purchasing duties and continuous asset management are outside this assignment.

Key Roles and Responsibilities

Procurement documentation packages

• Prepare one procurement and event delivery plan identifying the packages, specifications, dependencies and submission dates within the agreed scope.
• For each specified procurement package, prepare quotation requests, obtain supplier offers and collect the required supplier information.
• Prepare a documented comparison of offers, identify compliance gaps and submit a recommendation and draft purchasing documents for NEF approval. The consultant does not award contracts or sign orders on NEF’s behalf.
• For each package, submit a delivery-status and exceptions record at the agreed milestone; identify any unresolved supplier issue for NEF’s decision.
• Prepare the specified Master Trainer contracting documentation after technical selection by the Employment Pathways Experts. Include other technical service packages only where expressly listed in the agreed scope.

Event logistics packages

• Obtain and compare training-hall offers for six GOI cohorts covering 24 groups of 25 participants. Each group receives three in-person training days: 72 group training days in total. Compare price, availability, capacity, accessibility, equipment, internet and refreshments. These are group-days, not 72 separate events or halls.
• Deliver 12 event logistics packages: six GOI training cohort packages, four recruitment-event packages and two KRI Career Development Centre training-stage packages. Each package includes authorized supplier arrangements, a schedule, readiness checks and completion records.
• Include transport, accommodation and travel arrangements only for the events and participant groups listed in the agreed package; document bookings and any disruption requiring NEF’s decision.
• Assess each proposed venue against the agreed accessibility, privacy, safety and connectivity requirements and record any gaps and proposed solutions.
• Prepare and deliver logistics packages for two five-day Career Development Centre training stages in the Kurdistan Region of Iraq, totalling 10 training days, covering the agreed venue, travel, accommodation, equipment and materials.

Delivery and invoice verification packages

• For each specified procurement or event package, compare the goods or services delivered with the approved order and collect the delivery notes or service confirmations.
• Prepare a complete invoice-verification file for each package, linking the supplier invoice, approved order, delivery evidence and any unresolved discrepancy. NEF retains payment approval and processing.
• Submit one exceptions list with each package, identifying missing information, actions taken and issues requiring NEF’s decision.

Records and completion

• Provide equipment handover records only for goods procured through the agreed packages; do not maintain NEF’s ongoing asset or inventory system.
• Submit organized electronic records for the completed procurement and event packages, with an index enabling NEF to trace each recommendation, approval, invoice and delivery record.
• Prepare one final assignment handover summarizing completed packages and any unresolved items. Routine office maintenance, replenishment, printing requests and administrative cover are excluded.

For the Key Deliverables, click here.‎

Coordination and Reporting

The consultant determines how to organize and perform the agreed services, subject to the deliverables, deadlines and quality standards in this ToR. Coordinate specific activities and output reviews with NEF; no fixed office hours, routine office attendance or line-management duties apply. On-site participation is required only for the agreed fieldwork or events. NEF retains institutional approvals and financial commitments. Any change to scope, quantity, deadlines or fees must be agreed in writing before the additional work starts.

Employment Pathways Experts select Master Trainers. This consultant prepares the agreed procurement and event documentation and liaises with trainers, field personnel and suppliers solely to deliver those packages.

Payment and Acceptance

Month

Deliverable bundle required for payment

Fee in IQD

15–30 November 2026

One accepted delivery plan, register of all 12 procurement workstreams and 12 event packages, specifications and quotation requests for December procurements, and dated submission/review cutoffs.

1,250,000–1,650,000

December 2026

Six accepted procurement documentation packages: three governorate venue-sourcing workstreams, Master Trainer contracting documents following expert selection, six tablets, and three vehicles with drivers. Submit offers, comparisons, recommendations and required contracting records.

2,500,000–3,300,000

January 2027

Four accepted procurement documentation packages: training materials for 600 participants, internet support for 600, KRI accommodation and KRI transport. Complete CDC stage 1 logistics, including readiness and completion records for five training days.

2,500,000–3,300,000

February 2027

Accepted visibility procurement package covering three outputs. Complete two GOI cohort logistics packages, including readiness and completion records for eight groups and 24 group training days.

2,500,000–3,300,000

March 2027

Accepted endline-service procurement package. Complete two further GOI cohort logistics packages, including readiness and completion records for eight groups and 24 group training days.

2,500,000–3,300,000

April 2027

Complete the final two GOI cohort logistics packages, covering eight groups and 24 group training days, and one recruitment-event package. Include readiness and completion records for each event.

2,500,000–3,300,000

May 2027

Complete two recruitment-event logistics packages and CDC stage 2 logistics for five training days. Include readiness and completion records for each event.

2,500,000–3,300,000

June 2027

Complete the fourth recruitment-event logistics package. Submit all 12 completed workstream verification files, linked event evidence, equipment handover records, and one final indexed handover identifying unresolved matters.

2,500,000–3,300,000

Invoice monthly after NEF’s written acceptance of the bundle, with payment processed in the last week of that month. Agree submission and review cutoffs before commencement, allowing corrections before the payment run.

If an event, approval or supplier record is delayed, agree a revised delivery schedule in writing. A partly completed bundle is not payable in full. Any separately payable partial output must have a written agreed value deducted from the remaining bundle fee, with no double charge or increase in the total. Where no alternative output or partial value is agreed, defer the affected payment until acceptance.

Professional Standards

Follow NEF safeguarding, confidentiality, data protection and conflict-of-interest requirements. Use participant and borrower information only for authorized purposes and obtain required consent before collecting or sharing it. Inform participants of NEF’s global complaints channels and promptly refer concerns through the agreed procedures. Return all project records and NEF property at completion.

Qualifications and Requirements

Applicants should demonstrate the following experience and capabilities in their CV. Relevant professional experience may substitute for the stated qualification where indicated.

• Relevant qualifications in business administration, logistics, procurement, supply chain management or a related field, or equivalent professional experience.
• Demonstrated experience delivering procurement documentation or event logistics assignments, with clearly dated examples.
• Experience preparing procurement plans, specifications and quotation requests, sourcing suppliers, supporting bid evaluations, and following up orders or contracts.
• Ability to coordinate events, venues, equipment, transport, travel or accommodation across multiple locations.
• Experience verifying deliveries or services, checking invoices, resolving discrepancies and preparing payment and procurement records.
• Experience preparing indexed procurement files and equipment handover documentation.
• Experience in applying NGO operational procedures and donor requirements or supporting audits and verification is desirable.
• Ability to use spreadsheets, Word, electronic filing and relevant procurement or administrative systems; fluency in Arabic and working proficiency in English.
• Relevant procurement, logistics or supply-chain training is an advantage.

Evaluation Methodology

Applications will be evaluated using 70 points for technical expertise and 30 points for the financial offer, for a total of 100 points. Applicants must score at least 49 out of 70 in the overall technical assessment to proceed to financial scoring. There are no separate criterion-level pass marks.

Technical assessment

• Relevant professional experience: 10 points.
• Procurement experience, including planning, specifications, sourcing, bid evaluation, orders and supplier follow-up: 15 points.
• Logistics and activity coordination, including events, venues, transport and accommodation: 10 points.
• Delivery verification and payment documentation, including invoice checks and procurement/financial records: 10 points.
• Procurement file quality and handover documentation: 8 points.
• NGO operational procedures and donor compliance experience: 7 points.
• Digital tools and language skills: 8 points.
• Relevant qualifications, equivalent experience and professional training: 2 points.

Financial assessment

Applicants must quote a monthly bundle fee within IQD 2,500,000–3,300,000 and a positive daily rate, both tax-inclusive. Show the total assignment fee (7.5 times the monthly bundle fee) and the November half-month fee. The monthly bundle fee is used for scoring; acceptance of the specified outputs determines payment. Use the daily rate only for expressly agreed scope adjustments. Identify additional costs separately.

Financial score = (lowest valid monthly bundle fee among technically qualified applicants in the relevant selection pool ÷ applicant’s valid monthly bundle fee) × 30, rounded to two decimal places. The combined score is the technical score plus the financial score.

How to Apply

Submit all application documents through the relevant NEF vacancy on BambooHR by the closing date and time shown there. Follow the vacancy’s upload instructions.

• Curriculum vitae: An updated CV showing dated assignments and evidence relevant to the qualifications above.
• Brief cover letter: Describe relevant experience, confirm availability for the anticipated start and activity deadlines, and confirm willingness to be based in Baghdad and support activities across project locations, including the Kurdistan Region of Iraq.
• Financial offer: Submit the monthly fee, positive daily rate, total assignment fee and deliverable-based fee breakdown, all in IQD and inclusive of Iraqi income tax, as described above. Identify additional costs separately.

Only shortlisted applicants will be contacted.