Logistics and Procurement Officer

The Logistics and Procurement Officer is responsible for managing the procurement process to ensure that project needs are met efficiently and cost-effectively. The role involves preparing procurement plans, negotiating with suppliers, managing contracts, and overseeing logistics operations to ensure the timely delivery of goods and services. The Officer will collaborate with various departments, maintain accurate records, and implement best practices in procurement and logistics management, all while adhering to organizational policies and ethical standards.

Main Tasks:

Prepare procurement plans according to project requirements.

Coordinate with the project officer to conduct negotiations with suppliers regarding product quality, prices, specifications, discounts, penalty conditions, returned goods, delivery mechanisms, and payment methods.

Identify profitable suppliers and initiate partnerships following MSD procurement procedures.

Negotiate with external vendors to secure advantageous terms.

Assist in purchasing and collecting quotations.

Finalize purchase details of orders and deliveries.

Examine and manage existing contracts.

Collaborate with key persons to ensure clarity of specifications and expectations.

Control spending and build a culture of long-term savings on procurement costs.

Review all logistics invoices and keep data updated.

Archive logistics files and settle procurement files.

Control projects concerning procurement and logistics needs.

Visit project locations to send or receive materials when needed.

Communicate with other key departments—logistics, communication, finance, and administration—as needed.

Ensure that organizational assets and equipment are in perfect condition.

Update the asset list on a quarterly basis.

Participate in training opportunities.

Track and report key functional metrics to reduce expenses and improve effectiveness.

Perform risk management for supply contracts and agreements.

Supervise stock management and support the Project Officer (PO) and Project Manager (PM) in completing purchase orders.

Prepare budgets, cost analyses, and reports.

Perform other tasks as necessary.

Logistics Functions:

Oversee inventory management and control to ensure adequate stock levels.

Coordinate the timely transportation and delivery of materials to project sites.

Ensure compliance with logistics and procurement regulations and best practices.

Implement effective logistics strategies to streamline operations and reduce costs.

Job Requirements:

Bachelor's degree in Supply Chain Management, Business Administration, or related field.

Proven experience in procurement and logistics management in an NGO or humanitarian context.

Strong negotiation and communication skills.

Excellent analytical and problem-solving abilities.

Knowledge of local suppliers and market conditions.

Ability to work under pressure and meet deadlines.

Strong organizational skills and attention to detail.

Commitment to ethical standards and organizational values.