Logistics and Procurement Officer at Vision for Inclusive Solutions and Transparency Initiative (VISTA INITIATIVE)

Purpose of the Position

• To strengthen efficient, transparent, and compliant supply chain operations, VISTA Initiative seeks to recruit a competent Logistics and Procurement Officer to support procurement, logistics, warehousing, asset management, and fleet operations in line with organizational policies and donor requirements.

Key Responsibilities
Procurement Management, Market Assessment & Program Support:

• Conduct procurement processes in line with VISTA Initiative procurement policies and donor regulations.
• Prepare and manage RFQs, RFPs, tenders, bid analysis, and procurement evaluation reports.
• Support vendor sourcing, prequalification, and supplier database management.
• Ensure value for money, transparency, fairness, and accountability in all procurement activities.
• Prepare purchase orders and ensure proper authorization and documentation.
• Support market assessments to inform procurement planning, costing, and program feasibility.
• Analyze local market trends, supplier availability, and pricing to optimize program implementation.
• Contribute to operational decisions based on financial and market data.

Logistics and Supply Chain Operations:

• Coordinate transportation, delivery, and distribution of program supplies and equipment.
• Ensure timely delivery of goods and services to project locations.
• Track shipments, waybills, and delivery notes.
• Support customs clearance and movement of goods where applicable.

Warehouse and Inventory Management:

• Support proper management of warehouses and storage facilities.
• Maintain accurate stock records, bin cards, and inventory tracking systems.
• Conduct regular physical stock counts and reconcile variances.
• Ensure proper storage conditions, safety, and security of items.

Asset and Fleet Management:

• Maintain and update asset registers in coordination with the Supply Chain Manager and Finance team.
• Support tagging, tracking, and disposal of organizational assets.
• Monitor fleet usage, vehicle logs, fuel consumption, and maintenance schedules.
• Ensure compliance with fleet management and safety procedures.

Compliance, Documentation, and Reporting:

• Ensure procurement and logistics documentation is complete, accurate, and audit-ready.
• Support donor compliance and internal/external audits.
• Prepare regular logistics and procurement reports.
• Ensure adherence to organizational SOPs and donor regulations.

Coordination and Support:

• Work closely with program, finance, and field teams to support timely implementation of activities.
• Liaise with suppliers, transporters, and service providers.
• Support capacity building of staff on procurement and logistics procedures when required.

Risk Management and Safeguarding:

• Identify logistics and procurement risks and propose mitigation measures.
• Ensure compliance with safeguarding, PSEA, anti-fraud, and ethical procurement standards.
• Report suspected fraud, misconduct, or supply chain irregularities.

Proposal & Donor Support:

• Provide financial and compliance inputs for proposals, concept notes, and funding applications.
• Collaborate with program teams to develop costed budgets, financial narratives, and project plans.
• Support donor engagement, reporting, and follow-up on funding commitments.
• Assist in grant management, including financial monitoring and reporting for active projects.

Key Deliverables:

• Timely and compliant procurement processes.
• Accurate logistics, inventory, and asset records.
• Efficient and cost-effective supply chain support to programs.
• Audit-ready procurement and logistics documentation.
• Improved coordination and supply chain efficiency.

Required Qualifications and Experience

• Bachelor’s degree in Supply Chain Management, Logistics, Procurement, Business Administration, or related field.
• Minimum of 3-5 years relevant experience in logistics and procurement within NGOs/INGOs.
• Strong knowledge of humanitarian procurement and logistics standards.
• Experience working with donor-funded projects (UN agencies, INGOs) is an advantage.
• Familiarity with procurement software, inventory systems, and Microsoft Office.

Core Competencies and Skills:

• Strong organizational and time management skills.
• High attention to detail and documentation.
• Strong negotiation and vendor management skills.
• Ability to work under pressure in insecure and complex environments.
• High integrity, transparency, and accountability
• Fluency in English; Kanuri, Hausa, or Fulani is an advantage

Safeguarding and Code of Conduct:

• The Logistics and Procurement Officer must adhere to VISTA Initiative Code of Conduct, Safeguarding Policy, PSEA Policy, and Anti-Fraud Policy. Any form of misconduct, corruption, or abuse will not be tolerated.

Equal Opportunity Statement:

• VISTA Initiative is an equal opportunity employer and strongly encourages applications from women, persons with disabilities, and candidates from diverse backgrounds.