Procurement and Logistics Coordinator

Primary Responsibilities

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.
• Prepare periodic procurement and logistics reports to support monitoring and decision-making.
• Ensure all documentation is organized accessible and compliant with audit requirements.

• Performs any other assigned tasks.

SUCCESS MEASURES

Performance will be assessed against agreed performance focus areas with associated annual targets defined reviewed and evaluated through the organizations performance management process. Performance in this role will be demonstrated through:

• Reliable and timely operational support delivery
• High internal customer satisfaction
• Strong compliance and audit readiness
• Effective stewardship of organizational resources

Minimum Requirements

• Bachelors 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.

Key Skills & Capabilities

• Strong organizational and planning skills with the ability to manage multiple priorities.
• Attention to detail and high level of accuracy in documentation and reporting.
• Good negotiation and vendor relationship management skills.
• Effective communication and stakeholder coordination abilities.
• Basic financial understanding for budgeting cost tracking and payment processes.
• Proficiency in Microsoft Office tools (Excel Word) and familiarity with ERP or procurement systems.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment discrimination and inequity. We recruit employ train promote and compensate our personnel without regard to 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 personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.