Procurement and Logistics Coordinator at IPAS

About the Job

• The Procurement & Logistics Coordinator is responsible for ensuring the timely, cost‑effective, and compliant acquisition and delivery of goods and services required to support organizational operations and program implementation. 
• The role strengthens operational efficiency by coordinating procurement processes, maintaining transparent supplier relationships, and managing logistics planning and execution. 
• The role ensures adherence to organizational policies and donor requirements while safeguarding value for money, accountability, and service quality. 
• Working closely with finance, administration, and program teams, the role facilitates seamless coordination across procurement and logistics functions, enabling the organization to deliver its objectives effectively and efficiently.

Primary Responsibilities

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.

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.

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.

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.

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.

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.

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 organization’s 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

• Bachelor’s 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.