Procurement & Logistics Coordinator

Procurement and Price Research & Verification – 35%

• Implement the procurement policy and strategy and promote purchasing best practices to maximize savings.

• Ensure procurement processes are complete, accurate, documented and in compliance with relevant laws & E! Policy.

• Anticipate procurement needs to pre-select competitive vendors, and create systems to track and strategically guard against common procurement challenges

• Ensure proper documentation for all procurement requests before presentation for authorization.

• Ensure that standard operating procedures for the procurement function are understood and applied by staff.

• Coordinate the awards to the best bidder and draft a contract for the selected vendor.

• Carry out regular market research and update the price list at least twice a year as a guide for user departments

• Ensure that price comparisons or other procedures do not delay procurements past communicated deadline

• Formally and proactively communicates and advises budget holders and Operations Manager on instances of cost reduction.

Contracts and Supplier Management (25%)

• Spearhead the prequalification process for vendors and service providers in anticipation of implied procurement needs.

• Build and keep a well maintained pipeline of preferred vendors to lower procurement related risks.

• Maintain well documented vendor lists with company products and shares with management as is necessary.

• Build and maintain a strong E! relationship with vendors for the benefit of wholesale discounts & customer loyalty awards within the boundaries of the Educate! Ethics Guide.

• Provide timely, accurate and adequate specifications to vendors and respond to clarifications in a timely manner.

• Ensure vendor contracts have complete specifications and right invoices are paid promptly.

• Participate in negotiation of contract terms on a range of central contracts and monitor performance against these contracts.

Quality Control (20%)

• Ensure quality of materials or services to ensure consistency with requirements through quality monitoring from initiation to usage.

• Conclude procurements within the time the stipulated timelines

• Ensure there are operational controls of the facility services such as telephone, internet, reception, security etc.

• Ensure maintenance and optimization of Head Office IT infrastructure and systems

• Ensure proper safety of the procurement documents

• Suggest improvements based on regular staff feedback and respond to challenges within stipulated timelines.

• Seek and respond to feedback from end users on quality of products delivered to ensure value for money.

Contractor Management (20%)

• Lead the recruitment process for Enumerators (from adverting to shortlisting of candidates, conducting interviews, awarding and contracting)

• Maintain a clean, up-to date database of Enumerators for different programs

• Process payments for Enumerators in a timely manner

• Collect and provide feedback to Enumerators and generally ensure that their experience with E! is pleasant

Performance Objectives

• Procurement and Price Research & Verification – 35%

• Contracts and Supplier Management (25%)

• Quality Control (20%)

• Contractor Management (20%)

Qualifications:

• Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, or a related field.

• At least 3 years of proven Experience in procurement, logistics, or supply chain management in a fast paced environment, preferably within the NGO sector.

• Strong Analytical Skills to assess procurement processes and ensure cost-efficiency and effectiveness.

• Excellent Organizational Abilities to manage multiple tasks and projects simultaneously, ensuring timely delivery and resource allocation.

• Effective Communication Skills to liaise with vendors, stakeholders, and team members, ensuring clear and concise information exchange.

• Problem-Solving Mindset to address logistical challenges and implement efficient solutions.

• Attention to Detail to meticulously handle procurement documentation.

• Proficiency in Procurement Software and Microsoft Office Suite to streamline procurement activities and reporting.

• Commitment to Ethical Practices ensuring compliance with organizational policies and industry standards.

• Adaptability to adjust to changing priorities and work environments, supporting the dynamic needs of the organization.

• Team Player with the ability to work collaboratively within diverse and multicultural teams.

• Driven by Impact with a passion for contributing to the organization’s mission of transforming education and scaling impact.