Logistics & Procurement Manager

The proposed position of Logistics & Procurement Manager is critical to fulfilling the operational and to expedite the implementation of the newly awarded DFAT-IRC -supported WASH project, ensuring timely implementation, accountability, and achievement of the project’s intended outcomes.

Key Duties & Responsibilities:

• Lead and manage all logistics, procurement, inventory, asset management, transportation, and supply chain functions of the project in compliance with organizational policies, donor regulations, and applicable procurement procedures.
• Develop and implement project procurement plans, logistics plans, and supply plans in coordination with the Programme Manager and relevant project staff to ensure timely delivery of goods, works, and services.
• Provide strategic procurement and logistics support to project teams to facilitate smooth implementation of project activities across all target camps.
• Ensure all procurement processes are conducted transparently, competitively, and in accordance with approved procurement policies, procedures, and delegated authority levels.
• Manage the end-to-end procurement cycle, including purchase requisitions, market surveys, requests for quotations (RFQs), bid evaluations, comparative statements (CS), work orders, contracts, goods receipt verification, and payment documentation.
• Prepare and review procurement documents including PRs, RFQs, tender documents, bid evaluation reports, comparative statements, purchase orders, contracts, and procurement tracking reports.
• Coordinate procurement committee meetings and ensure all procurement documentation is complete and compliant before approval.
• Monitor procurement lead times and maintain procurement tracking systems to ensure timely procurement and delivery of goods, materials, equipment, and services.
• Ensure timely procurement and delivery of WASH-related materials, spare parts, tools, equipment, fuel, construction materials, FSM and SWM operational supplies, laboratory consumables, and other project requirements.
• Coordinate closely with the WASH Technical Manager, Project Officers, Central Office Finance Team, and Programme Manager to ensure procurement specifications and delivery schedules meet project needs.
• Maintain and regularly update stock registers, inventory records, bin cards, and warehouse records for all project materials, tools, equipment, and consumables.
• Ensure proper receipt, storage, issuance, tracking, and disposal of project inventory and assets in accordance with organizational procedures.
• Monitor stock levels and initiate replenishment processes when inventory reaches minimum threshold levels.
• Conduct regular physical inventory verification and asset inspections and ensure reconciliation with stock records.
• Ensure proper asset tagging, registration, tracking, maintenance, transfer, and disposal of project assets.
• Manage transportation and logistics arrangements for project staff, materials, equipment, and field activities.
• Coordinate vehicle utilization, maintenance schedules, fuel management, and transport planning to support efficient project operations.
• Establish and maintain a reliable supplier, vendor, and contractor database and regularly assess vendor performance.
• Monitor supplier and contractor performance to ensure timely delivery, quality compliance, and adherence to contractual obligations.
• Work closely with the Finance & Accounts team to ensure timely processing of procurement-related payments and proper financial documentation.
• Prepare regular procurement, inventory, logistics, and asset management reports for project management and organizational requirements.
• Support internal audits, donor audits, procurement reviews, and compliance assessments by maintaining complete and accurate procurement records.
• Identify procurement and supply chain risks and implement appropriate mitigation measures to minimize operational disruptions.
• Supervise logistics, procurement, warehouse, and support staff assigned to the project and provide mentoring and capacity-building support.
• Ensure compliance with organizational policies on safeguarding, code of conduct, anti-fraud, conflict of interest, and ethical procurement practices.
• Conduct regular field visits to monitor material utilization, stock management, asset condition, and logistics support requirements across project locations.
• Perform any other duties assigned by the Programme Manager and senior management in support of project implementation and organizational objectives.