Procurement and Logistics Coordinator at Self Help Africa

Job Purpose

• Self Help Africa (SHA) is seeking a competent and proactive Procurement & Logistics Officer to support effective procurement and logistics processes across the project.
• The role will support the end-to-end procurement cycle, from the initiation of purchase requests to the final receipt and approval of goods and services, ensuring timely and cost-effective project delivery. The role will also provide logistics support to programme teams and the country office, including coordination of events, trainings, workshops, travel and transport arrangements, hotel bookings, and vehicle/driver management, in line with donor and SHA policies.
• The Procurement & Logistics Officer will manage supplier relationships to ensure contract compliance and timely resolution of issues, collaborate with internal stakeholders to forecast needs, and manage procurement plans while ensuring all required documentation is complete and accurate.

Key Responsibilities

Procurement planning and facilitate execution of procurement plans 

• Source suppliers and vendors for goods and services, obtain quotes, and negotiate terms and pricing.
• Coordinate with internal stakeholders to understand procurement needs and specifications.
• Prepare and process purchase orders, contracts, and related documents accurately and efficiently.
• Track and monitor purchase orders to ensure timely delivery and fulfilment.
• Maintain accurate and up-to-date procurement records, databases, and documentation.
• Conduct vendor evaluations and performance assessments, incorporating feedback and supplier capability analysis.
• Conduct market research to identify potential suppliers, products, and cost-saving opportunities.
• Manage inventory and stock levels, ensuring timely replenishment of supplies.
• Support resolution of procurement-related issues, discrepancies, and disputes with suppliers.
• Provide administrative support to procurement activities, including meeting coordination, presentations, and correspondence.
• Support the development and implementation of procurement policies, procedures, and best practices.
• Collaborate with cross-functional teams to align procurement activities with organisational objectives.
• Stay updated on industry trends, regulations, and best practices in procurement and supply chain management.
• Responsible for special projects and initiatives as assigned by the procurement manager or senior leadership.
• Contribute to continuous improvement of procurement systems, processes, and workflows.

Travel, Logistics & Events Coordination

• Coordinate travel and accommodation for visitors, consultants, and staff on official business, ensuring timely and cost-effective arrangements.
• Ensure that meetings and conferences are effectively managed in the project offices ensuring value for money and transparency in all the processes.

Transparency, Compliance and safeguarding

• Employ the highest standards of openness, transparency and accountability to ensure good financial management in line with SHA’s zero-tolerance approach to fraud, bribery and corruption.
• Demonstrate commitment to safeguarding, protection, gender mainstreaming and inclusion of vulnerable population including people with disabilities.
• Provide support to establish feedback, complaints and response mechanism across communities of implementation to ensure programmatic and operational decisions are informed by local perspectives and priorities and contribute to the protection of programme participants at the LGA level.

Accountability 

• In line with Self Help Africa’s commitments under the Core Humanitarian Standard (CHS), the job holder will: 
• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• work with relevant colleagues to ensure that the Community Feedback and Response Mechanism (CFRM) is functional and accessible, that feedback and complaints are welcomed and addressed. 
• work with relevant colleagues to ensure that information about CFRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Educational qualifications and requirements

• University Degree in Business Administration, Operations, Supply chain management or equivalent in a relevant field. 
• Minimum of four years’ work of experience in an Operations or Procurement/Logistics role, preferably in an INGO.
• Demonstrated knowledge of procurement processes and relevant software systems.

Experience and Skills

• Experience maintaining and tracking procurement plans.
• Strong negotiation and supplier management skills, with the ability to provide high-level operational support to programme teams.
• Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities. 
• Deep understanding of supply chain and inventory management systems.
• Excellent organisational skills, with a track record of consistently prioritising delivering on time.
• Ability to work under pressure and adapt to dynamic environments.
• Strong attention to detail and a commitment to achieving operational efficiency and ensuring value for money.
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.
• Commitment to SHA’s mission and values.
• Commitment to safeguarding, including child protection, PSEA, and GBV prevention and response.

Desirable 

• Women are strongly advised to apply.
• Gender and intercultural sensitivity 
• Ability to work collaboratively and contribute to a positive team environment.
•  Adaptable and responsive disposition relative to the demands of the task.