Key Responsibilities

Logistics Management:

• Coordinate and manage logistics across projects in collaboration with project teams.
  
• Develop and implement logistics strategies to optimize efficiency and reduce costs.
  
• Maintain accurate records of all logistics activities.
  
• Liaise with vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services.
  
• Monitor and evaluate the performance of logistics service providers and make recommendations for improvements.
  

Operational Procurement Support

• Support day-to-day procurement actions;
  
• Process approved purchase requisitions and coordinate competitive procurement processes (RFQs/RFPs) for goods and services.
  
• Prepare bid analysis summaries and comparative evaluations for review and decision-making purposes
  
• Maintain and update pre-qualified supplier lists for frequently procured goods and services.
  

Contract & Grant Administration Support

• Draft standard contracts, purchase orders, and service agreements using approved templates and guidance.
  
• Support the administration of grant agreements and partner contracts by maintaining accurate records and tracking key dates, deliverables and payments;
  
• Maintain a contract and grant tracking system to monitor contract status, expiry dates, renewals, and payment milestones.
  
• Liaise with vendors, consultants, and partners to support timely delivery of goods, services, and required documentation.
  

Compliance, Documentation & Audit Readiness

• Ensure all procurement and contracting files are complete and audit-ready, including approvals, quotations, evaluations, contracts, and delivery records.
  
• Verify that vendors and service providers complete required vetting and due diligence processes prior to engagement.
  
• Support the Senior Officer in preparing documentation for internal and external audits, reviews, and spot checks.
  
• Collaborate closely with the finance unit to ensure compliance.
  

Delivery, Verification & Coordination

• Verify delivery of goods and services against purchase orders and contract specifications, confirming quality, quantity, and compliance.
  
• Coordinate with Finance and relevant teams to support asset handover, inventory recording, and payment processing.
  
• Flag delivery, performance, or documentation issues to the Senior Officer for resolution.
  

Systems, Reporting & Coordination

• Maintain accurate procurement, contract, and grant records within designated systems and filing structures.
  
• Prepare routine status updates on pending requisitions, active contracts, and documentation gaps.
  
• Support coordination with programme teams by providing clear updates on procurement and contracting timelines.
  

Required Competencies

• Operational logistics and Procurement Skills: Practical understanding of logistics, procurement and contract administration processes.
  
• Attention to Detail: High accuracy in documentation, record-keeping, and compliance checks.
  
• Integrity & Accountability: Strong commitment to ethical practice, transparency, and responsible use of donor funds.
  
• Communication & Facilitation: Ability to communicate clearly with internal and external stakeholders
  

Qualifications & Experience

• Bachelor’s degree in Business Administration, Operations, Procurement, Supply Chain Management, or a related field.
  
• Minimum of 3-5 years’ experience in operations, procurement, contracting, grants administration, or operational support roles.
  
• Experience working with community-based organizations, RLOs, or donor-funded projects is an asset.
  
• Proficiency in ERP or procurement management systems and strong working knowledge of Microsoft Excel.
  

Other requirements:

• The headquarters of this initiative is located in Nairobi, Kenya;