The Procurement and Logistics Officer will support the efficient procurement, logistics, and supply chain management of CBS and EiE programmes. The role ensures timely, transparent, and compliant procurement processes, as well as effective delivery and tracking of educational materials, supplies, and services required for programme implementation.
Key Responsibilities
Procurement Planning and Process Management
- Support planning and implementation of procurement activities for CBS and EiE programme needs (teaching materials, classroom supplies, furniture, etc.).
- Ensure procurement processes follow approved plans, budgets, organizational procedures, and donor requirements.
- Prepare and maintain procurement documents including requisitions, RFQs, bid analysis, purchase orders, and contracts.
Supplier Coordination and Procurement Follow-up
- Coordinate with suppliers and service providers to obtain quotations and ensure competitive procurement processes.
- Follow up procurement processes to ensure timely delivery of goods and services.
- Maintain transparent and professional relationships with vendors.
Logistics and Delivery Management
- Organize transportation, delivery, and distribution of educational materials to CBS and EiE learning sites.
- Ensure materials reach schools and learning spaces safely and on time.
- Maintain logistics records such as waybills, delivery notes, and goods received notes (GRNs).
Asset, Inventory, and Warehouse Management
- Maintain updated records of assets, inventory, and stock movements related to education activities.
- Ensure proper storage, labeling, and tracking of teaching materials and equipment.
- Support regular stock counts and asset verification processes.
Documentation and Compliance
- Maintain complete, organized, and audit-ready procurement and logistics files.
- Ensure all activities comply with organizational policies, donor requirements, and procurement standards.
- Support internal and external audits related to procurement and logistics.
Coordination and Operational Support
- Coordinate closely with programme, finance, and field teams to ensure timely procurement and logistics support.
- Support planning of training events, teacher support activities, and distribution of learning materials.
- Assist in market assessments and supplier identification when required.
Reporting and Recordkeeping
- Maintain procurement tracking sheets, inventory lists, and logistics reports.
- Provide regular updates to supervisors on procurement status and logistics operations.
- Ensure proper filing and archiving of records for monitoring and compliance purposes.
Expected Deliverables
- Timely and compliant procurement of goods and services.
- Efficient delivery and distribution of materials to CBS and EiE classes.
- Accurate and up-to-date procurement and logistics records.
- Proper inventory and asset management.
- Compliance with donor and organizational requirements.
