Position Summary:
The Procurement and Logistics Officer is responsible for ensuring transparent, efficient, and compliant procurement, logistics,and asset management
processes in accordance with national laws, donor regulations, and organizational policies, to support timely and effective program implementation.
Reports to: Operation Manager
Key Responsibilities:
- Conduct all procurement activities in compliance with organizational procurement policies, donor requirements, and applicable national laws.
- Prepare and manage procurement documentation including purchase requests, RFQs, RFPs, bid analysis, etc.
- Obtain and evaluate quotations from suppliers ensuring transparency, value for money, and fair competition.
- Maintain and regularly update supplier and vendor databases.
- Coordinate closely with program and finance teams to ensure timely and accurate procurement planning and execution.
- Plan, coordinate, and monitor logistics and transportation of goods, materials, and equipment to project locations.
- Ensure safe, timely, and cost-effective delivery of all procured items.
- Maintain complete logistics documentation including waybills, goods received notes, delivery confirmations, and transport logs.
- Ensure proper storage, handling, and security of goods in warehouses in line with donor and organizational standards.
- Maintain stock records, inventory tracking systems, and conduct regular physical stock counts with reconciliation.
- Register all organizational assets in the asset register in accordance with NGO and donor policies.
- Ensure proper tagging, tracking, assignment, movement, and handover of assets.
- Conduct periodic asset verification and support internal and external audits.
- Report any asset loss, damage, or disposal in line with established procedures.
- Maintain well-organized procurement, logistics, inventory, and asset management files for audit and donor review.
- Ensure proper archiving of all procurement and logistics documentation in both hard and soft copy formats.
- Prepare regular procurement, logistics, and asset management reports as required by management and donors.
- Identify and promptly report procurement or logistics risks, delays, or compliance issues to management.
- Adhere to organizational code of conduct, anti-fraud, anti-corruption, and safeguarding policies at all times.
- Perform additional duties as assigned by supervisor.
