Procurement Planning and Portfolio Management

• Work with project and department leads to consolidate procurement needs and maintain procurement plans for the assigned portfolio.
• Ensure purchase requests are complete, appropriately approved and processed in accordance with FFAG, HEKS/EPER procurement procedures and delegated authorities.
• Maintain a clear tracker of open and closed procurement actions, lead times, commitments, and delivery status.
• Coordinate procurement schedules with Finance and Programs to support timely project implementation.

Sourcing, Tendering and Supplier Management

• Conduct sourcing through approved channels, prepare solicitation documentation, coordinate bid receipt/evaluation, and document procurement decisions.
• Support negotiations and preparation of purchase orders, contracts and framework arrangements within delegated authority.
• Maintain supplier records and conduct supplier due diligence, performance assessment, and market analysis.
• Identify cost-saving and value-for-money opportunities while safeguarding quality, transparency, and fair competition.
• Support local partners with procurement processes where required.

Procurement Compliance, Documentation and Reporting

• Maintain complete procurement files, including requisitions, quotations/tenders, evaluations, approvals, purchase orders, contracts, delivery documentation and supplier records.
• Identify procurement risks, conflicts, supplier of non-compliance and market changes and escalate material issues to the HoFA.
• Prepare procurement status and performance information for management review and support procurement-related audits.
• Coordinate with Finance to ensure supplier payment packages are complete; Finance retains payment processing and accounting responsibility.

Assets, Inventory and General Logistics

• Maintain accurate asset and inventory records and support periodic physical verification, tagging, and condition checks.
• Maintain records of stock movements and investigate discrepancies.
• Coordinate transportation and delivery of procured goods to required locations and support efficient logistics planning.
• Ensure assigned assets and equipment are appropriately recorded, maintained, and insured in accordance with organizational requirements.

Fleet and Transport Management – Lead Responsibility

• Lead Country Programme fleet planning and coordinate vehicle and motorcycle utilization across Country and field offices.
• Directly supervise the drivers’/logistics assistants both at the Country Office and in the different field locations.
• Consolidate weekly movement plans and schedule vehicles and drivers for in-city and field travel in a safe, efficient and cost-effective manner.
• Maintain fleet movement and utilization tracking and ensure trip records, vehicle logbooks and movement documentation are complete.
• Coordinate preventive maintenance, repairs, annual inspection, licensing and insurance renewal for vehicles and motorcycles.
• Review fuel records, mileage, log sheets and consumption trends and prepare monthly fuel and fleet-utilization analysis.
• Coordinate driver schedules and provide technical direction on fleet procedures, road safety, vehicle care and movement controls.
• Monitor accidents, breakdowns and fleet incidents and ensure timely documentation, reporting and follow-up under applicable procedures.
• Advise the HoFA on fleet replacement, disposal, allocation, utilization and cost-control needs.

Senior Coordination and Business Continuity

• Provide technical guidance to the Procurement & Logistics Officer on common procurement standards, documentation and complex procurement processes when assigned by the HoFA.
• Coordinate high-value or higher-risk procurement actions assigned by the HoFA and support procurement committees with complete documentation.
• Provide reciprocal cover with the Procurement & Logistics Officer during leave, peak workload, and emergency-response periods.
• Serve as the operational focal point for safety and security matters across the Country Programme, reporting to the Head of Finance and Administration and coordinating closely with the Country Director.
• Facilitate timely communication of security information and incidents; coordinate implementation and follow-up of agreed safety and security measures.

Minimum Qualifications, experience and skills

Qualifications and Experience:

• Bachelor’s degree in Procurement and Supply Chain Management, Logistics, Business Administration or related field.
• Professional procurement/supply-chain qualifications such as CIPS, or active progression toward one, are an advantage.
• Minimum of 5 years’ relevant experience in procurement, logistics or supply chain management, including practical fleet management responsibility.
• Demonstrated experience in procurement planning, sourcing, tendering, supplier management, contracts and asset/inventory management.
• Experience in an international NGO/NPO or donor-funded environment is an advantage.
• Demonstrated experience managing vehicle fleets, transport planning, maintenance, insurance, fuel controls and driver coordination.

Skills and Capabilities

• Strong knowledge of procurement processes, sourcing strategies, vendor management, and compliance controls.
• Excellent negotiation, communication, and interpersonal skills.
• Strong analytical and organizational skills with attention to documentation accuracy.
• Ability to manage multiple priorities and work effectively under pressure.
• Good IT skills, including Microsoft Office and procurement/logistics tracking tools.
• Ability to ensure internal and external stakeholders understand and follow HEKS/EPER procedures and guidelines.
• High integrity, diligence, and professional judgement.
• Available for frequent local and national travel.
• Professional, cooperative, efficient, and service-oriented working attitude.