Overview
The Procurement Coordinator is responsible for planning, coordinating, and executing procurement activities, ensuring timely, cost-effective, and compliant acquisition of goods, works, and services. They support program delivery through strategic sourcing, contract management, supplier relationship development, and adherence to donor and local procurement regulations.
Responsibilities
Procurement Planning & Analysis
- Develop and update annual procurement plan in consultation with departments; Conduct market and cost analysis, benchmark pricing and availability
Procurement Operations & Compliance
- Manage full procurement lifecycle: requisition, solicitation, selection, contracting, delivery; Draft RFQs/RFPs, develop evaluation criteria, lead selection committees; Ensure compliance with donor/local regulations, maintain audit-ready documentation
Vendor & Contract Management
- Build and maintain vendor database; prequalify suppliers; Manage contract awards and renewals, monitor performance, resolve issues
Coordination & Capacity Building
- Liaise with finance, logistics, and program teams to ensure needs, timelines and budgets are met; Provide procurement training to staff
Tendering & Competitive Processes
- Organize and lead tender processes with RFQ/RFP/RFI, oversee scoring and debriefing
Reporting & Documentation
- Maintain procurement tracker, prepare monthly and ad hoc procurement reports; Support internal/external procurement audits
Required Qualifications
- Required: Bachelor’s degree in Supply Chain Management, Business Administration, Logistics, or related field
- 3+ years of procurement or supply chain management experience, preferably within an NGO or donor-funded context
- Experience managing end-to-end procurement processes, vendor management, and contract negotiation
- Proven track record in ensuring compliance with donor and local procurement regulations
- Familiarity with procurement software (e.g., SAP, Oracle, Coupa)
Preferred Qualifications
- Strong knowledge of procurement lifecycle: planning, sourcing, tendering, contracting, supplier evaluation, delivery and payment
- Analytical capabilities: cost benchmarking, market analysis, KPI tracking
- Contract management skills and ability to draft RFPs/RFQs, evaluate bids, and negotiate for best value
- Proficiency in procurement tools and systems (e.g., SAP PIR, Coupa, Oracle)
- Excellent communication, stakeholder engagement, and vendor relationship management
