Procurement and Logistics Coordinator

Minimum Requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a related field.
  
• Minimum of 3 years’ relevant experience in procurement, logistics, or supply chain operations, preferably in an NGO or development environment.
  
• Demonstrated experience in procurement processes, including sourcing, vendor management, and contract administration.
  
• Familiarity with logistics coordination, including transport planning, delivery tracking, and operational support.
  
• Working knowledge of procurement policies, donor compliance requirements, and financial procedures.
  
• Experience working with procurement documentation, recordkeeping, and audit processes.
  

1. Procurement Planning & Coordination

• Support the development, implementation, and tracking of procurement plans in alignment with organizational and program needs.
  
• Coordinate procurement activities to ensure timely acquisition of goods and services.
  
• Ensure all procurement requests are properly documented, tracked, and processed in line with established procedures.
  

2. Procurement Execution & Compliance

• Support procurement of materials, goods, and equipment in a cost-effective, transparent, and compliant manner.
  
• Ensure adherence to organizational procurement policies, donor requirements, and regulatory standards.
  
• Maintain full documentation and audit-ready records of procurement processes and transactions.
  
• Ensure proper completion and closure of procurement processes, including documentation and approvals.
  

3. Supplier Management & Market Intelligence

• Conduct regular market research to identify new suppliers and maintain updated supplier databases.
  
• Support supplier sourcing, evaluation, and selection processes to ensure best value and quality.
  
• Assist in conducting periodic supplier assessments to evaluate performance and compliance.
  
• Foster positive supplier relationships to support reliability and service quality.
  

4. Contract & Documentation Management

• Support the preparation, review, and amendment of supplier contracts and service agreements.
  
• Ensure contracts are properly documented, tracked, and compliant with organizational standards.
  
• Maintain accurate procurement and contractual documentation for reference and audit purposes.
  

5. Financial Coordination & Payment Processing

• Oversee preparation of procurement-related payments and supporting documentation.
  
• Liaise closely with the Finance team to ensure timely processing of vendor payments.
  
• Ensure alignment between procurement records and financial documentation.
  

6. Logistics Planning & Coordination

• Coordinate logistics planning and administrative arrangements for program activities, events, and operations.
  
• Ensure timely and efficient movement, delivery, and handling of goods and materials.
  
• Support planning and execution of operational logistics requirements in coordination with relevant teams.
  
• Collaborate with the Operations Support Coordinator to support vehicle utilization planning and maintenance tracking.
  
• Ensure efficient use of transport resources to support operational and program needs.
  

7. Coordination, Communication & Stakeholder Engagement

• Maintain clear communication with internal stakeholders to ensure procurement and logistics needs are understood and met.
  
• Keep all relevant parties informed on procurement status, timelines, and challenges.
  
• Promote coordination and cooperation across departments to support efficient service delivery.
  
• Maintain complete and accurate records of all procurement transactions, supplier engagements, and logistics activities.