Procurement & Logistics Coordinator (KE) at Living Goods

The position:

Living Goods is seeking a Procurement Coordinator to manage procurement and logistics activities in alignment with Living Goods’ procurement policies and donor regulations. The role focuses on ensuring the timely acquisition of high-quality goods and services at competitive prices, while supporting supplier selection and performance evaluation. The coordinator will ensure that all procurement actions and supply chain processes comply with organizational policies, procedures, and donor-specific regulations.

This is a short-term contract, and the ideal candidate should be ready to start immediately.
 
Responsibilities:

Procurement (Planning, policies, processes & procedures)

• Carry out, under the guidance of the Head of procurement, market surveys for goods and services in compliance with the policy
• Populate and maintain the supplier database in the ERP by carrying out assigned tasks related to the prequalification process or onboarding of new suppliers
• Maintain complete and accurate supplier information by regularly updating information in the ERP supplier database.
• Annually assist in conducting supplier performance evaluations.
• Provide advice and technical support to user departments in developing goods and service specifications for inclusion in requisition or request for proposal
• Review requisitions and clarify specifications, if needed, develop a request for quotation (RFQ), circulate RFQ, evaluate and rank offers, and issue purchase orders.
• Prepare purchase orders, documentation, and contracts for goods, services, and works of a value as per policy thresholds
• Conducting all procurement and payments to suppliers as per Living Goods’ procurement rules and internal procedures
• Periodically update the procurement status reports for tracking purposes of all procurement.
• Maintain regular contact with contracted suppliers to monitor adherence to the delivery period according to the terms of the procurement agreement
• Regularly update users on the progress of their requisitions and promptly communicate any expected delay in delivery
• Coordinating with the receiving unit on goods/services to be received and obtaining satisfactory delivery notes and invoices from the receiving unit.
• Maintain a list of barred entities (Supplier Blacklist) and OFAC searches
• Ensure that the workflows within the ERP remain compliant with all LG policies and procedures as it relates to Procurement.
• Receive, record, organize, and transmit incoming correspondence addressed to the Procurement function in line with instructions and procedures
• Keep and update procurement records on a quarterly basis relating to suppliers, different user department procurement needs, and approved contracts.
• Support in preparing minutes for various procurement meetings as needed including the procurement committee meetings.
• Oversee procurement committee’s terms of reference and serve on all procurement committees across all operations
• Provide other related procurement support to the country team as and when needed.

Logistics and Fleet

• Support the people movement of all Kenya staff including visiting global team in-country whilst recommending the most cost-effective options.
• Support in developing the monthly transportation plan (selection of transport mode, routing, delivery schedule).
• Participate in ensuring goods are distributed in a cost-effective way
• Contribute to proper adherence of the vehicle usage guidelines to serve the organizational needs prudently.
• Contribute to maintaining proper and appropriate documentation of vehicles such as repairs and servicing, insurances, logbooks, etc.

Key Requirements:

• Bachelor’s degree in Procurement /supply chain management, or a related field.
• Proven 5-year experience in procurement, logistics, and supplier management, ideally within the NGO or donor-funded environment.
• Professional certification in procurement or supply chain management is a plus.
• Strong knowledge of procurement policies, processes, and donor regulations.
• Proficiency in using ERP systems for procurement activities.
• Experience conducting market surveys and supplier evaluations.
• Ability to draft and manage RFQs, purchase orders, and procurement contracts.
• Knowledge of logistics coordination and vehicle fleet management.
• Familiarity with maintaining compliance with OFAC and supplier blacklists.
• Ability to manage and maintain accurate procurement records and supplier databases.
• Ability to build and maintain effective relationships with suppliers and internal stakeholders.