Procurement and Logistics Coordinator

Role Overview

This position manages procurement and logistics activities to ensure the organization receives the right goods and services on time, at the right cost, and in line with internal policy and donor expectations. The coordinator helps keep operations running smoothly by organizing purchasing workflows, supporting supplier management, and handling logistics planning and execution. The role works closely with finance, administration, and program teams to maintain efficiency, accountability, and quality in day-to-day support services.

Procurement Planning and Coordination

• Assist in creating, rolling out, and monitoring procurement plans that match organizational and program priorities.
• Coordinate purchasing activities so goods and services are acquired without unnecessary delays.
• Make sure all purchase requests are properly recorded, followed up, and processed according to set procedures.

Procurement Execution and Compliance

• Support the purchase of materials, equipment, and other goods in a transparent, economical, and policy-compliant way.
• Follow organizational procurement rules, donor conditions, and applicable regulatory requirements.
• Keep procurement files complete, well organized, and ready for review or audit.
• Ensure procurement actions are fully closed out with the required approvals and supporting records.

Supplier Management and Market Research

• Carry out routine market checks to identify potential suppliers and keep supplier lists up to date.
• Help source, assess, and select vendors to secure quality and best value.
• Support regular supplier performance reviews to check reliability and compliance.
• Build and maintain productive working relationships with suppliers.

Contracts and Records Management

• Support the drafting, review, and updating of supplier contracts and service agreements.
• Track contracts carefully and ensure they meet organizational standards.
• Maintain accurate procurement and contract records for reference, accountability, and audit needs.

Financial Coordination and Payments

• Prepare procurement payment packages and all required supporting documents.
• Work with the Finance team to ensure vendor payments are processed on time.
• Align procurement records with financial documents to avoid mismatches.

Logistics Planning and Coordination

• Arrange logistics and administrative support for events, program activities, and operational needs.
• Help ensure goods and materials are moved, delivered, and handled efficiently.
• Support the planning and delivery of logistics services in collaboration with relevant teams.
• Work with the Operations Support Coordinator on vehicle scheduling and maintenance monitoring.
• Help maximize the use of transport resources for operational and program support.

Communication, Reporting, and Stakeholder Support

• Keep internal teams informed so procurement and logistics needs are clearly understood and addressed.
• Provide updates on status, timelines, and any issues that may affect delivery.
• Encourage cross-team coordination to improve service delivery.
• Keep complete records of procurement transactions, supplier interactions, and logistics work.
• Prepare regular procurement and logistics reports for tracking and decision-making.
• Ensure documents are properly filed, easy to retrieve, and compliant with audit standards.
• Carry out other duties as assigned.

Success Measures

Performance will be reviewed through the organization’s performance management process against agreed focus areas and annual targets. Success in this role is expected to show through dependable and timely operational support, strong internal customer satisfaction, solid compliance and audit preparedness, and responsible use of organizational resources.

Minimum Requirements

• A bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a closely related discipline.
• At least 3 years of relevant experience in procurement, logistics, or supply chain work, ideally within an NGO or development setting.
• Proven involvement in procurement activities such as sourcing, vendor handling, and contract administration.
• Working knowledge of logistics coordination, including transport planning, delivery follow-up, and operational support.
• Understanding of procurement policies, donor compliance obligations, and financial processes.
• Experience handling procurement records, documentation control, and audit-related processes.

Key Skills and Capabilities

• Strong planning and organizational ability with the capacity to manage several priorities at once.
• High attention to detail and accuracy in records, documents, and reporting.
• Negotiation skills and the ability to build productive vendor relationships.
• Clear communication and coordination skills for working with multiple stakeholders.
• Basic financial awareness for budgeting, cost tracking, and payment follow-up.
• Comfort using Microsoft Excel and Word, plus familiarity with ERP or procurement software.

Additional Information

The organization states a strong commitment to a workplace free from harassment, discrimination, and inequity. Hiring, training, promotion, and compensation are carried out without discrimination based on race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other legally protected characteristic or category recognized by organizational policy.