Raising The Village (RTV) is an international development organization dedicated to eradicating ultra-poverty in sub-Saharan Africa. The organization works with more than 350 staff across Uganda, Rwanda, the Democratic Republic of the Congo (DRC), and Tanzania, alongside a team of over 15 professionals in North America.
Since 2012, Raising The Village has positively impacted more than 1,000,000 lives through its holistic approach, innovative solutions, and advanced data analytics. The organization aims to expand its impact and support one million individuals annually by 2027.
For more information, visit: https://raisingthevillage.org/
2. Job Details
- Organization: Raising The Village (RTV)
- Job Title: Procurement and Logistics Coordinator
- Department: Operations
- Duty Station: Bukoba, Tanzania
- Employment Type: Full-time
- Reports To: Operations Manager
- Experience Required: Minimum of 5 years
- Travel Requirements: Approximately 60%
3. Position Summary
The Procurement and Logistics Coordinator will ensure that Raising The Village has the goods, services, facilities, equipment, and logistical support required to implement its programs and operations effectively.
The position is responsible for coordinating and managing procurement, logistics, facilities, asset management, fleet management, office administration, and warehouse operations. The successful candidate will ensure value for money, compliance with organizational policies, proper documentation, timely delivery, accountability, and efficient use of resources.
The Coordinator will work closely with program, finance, human resources, and field teams to ensure procurement and logistics activities meet organizational needs, remain within approved budgets, and follow established procedures.
4. Key Responsibilities
A. Procurement Management
- Coordinate the procurement of goods, services, works, and other requirements in accordance with approved budgets and RTV procurement policies.
- Review purchase requests from departments and field teams to ensure they are properly authorized and budgeted.
- Prepare and issue requests for quotations, requests for proposals, purchase orders, and other procurement documents.
- Identify, prequalify, and maintain an up-to-date database of reliable suppliers and service providers.
- Obtain and evaluate quotations and proposals according to established procurement thresholds and procedures.
- Conduct market research and price comparisons to ensure competitiveness and value for money.
- Coordinate procurement evaluations, document decisions, and submit recommendations for approval.
- Issue purchase orders and follow up with suppliers to ensure timely delivery.
- Resolve procurement delays and ensure goods and services meet required specifications, quality standards, quantities, and delivery schedules.
- Maintain complete and accurate physical and electronic procurement records.
- Monitor supplier performance and maintain supplier evaluation records.
- Support contract management and ensure supplier agreements are properly maintained.
- Ensure segregation of duties and compliance with procurement controls.
- Identify procurement risks and recommend mitigation measures.
- Support internal and external audits by ensuring procurement documentation is complete and accessible.
B. Strategic Procurement and Planning
- Develop and implement long-term procurement strategies aligned with organizational objectives and donor requirements.
- Conduct market analysis and supplier mapping to identify sourcing opportunities and reduce dependence on limited vendors.
- Lead cost-saving initiatives and monitor procurement efficiency indicators, including savings achieved and cost avoidance.
C. Logistics Management
- Coordinate the movement of goods, equipment, supplies, and personnel for organizational operations and field activities.
- Develop and maintain efficient logistics systems to support program implementation.
- Coordinate transportation, deliveries, dispatches, and collection of goods and equipment.
- Ensure logistics activities are properly planned and cost-effective.
- Coordinate logistics for field deployments, workshops, meetings, training sessions, and other organizational events.
- Ensure timely delivery of supplies and materials to field locations.
- Maintain accurate dispatch notes, delivery notes, waybills, and other logistics records.
- Coordinate with program teams to anticipate logistics requirements and prevent disruptions.
- Monitor logistics costs and identify opportunities for efficiency and savings.
D. Warehouse and Inventory Management
- Manage warehouses and storage facilities to ensure they are safe, secure, organized, and efficient.
- Receive, inspect, record, store, and issue goods in accordance with established procedures.
- Maintain accurate stock records and inventory registers.
- Ensure appropriate storage conditions and proper arrangement of goods.
- Apply appropriate stock management principles, including First-In, First-Out (FIFO) and First-Expired, First-Out (FEFO), where applicable.
- Conduct regular physical stock counts and reconcile inventory with stock records.
- Investigate and report discrepancies, losses, damages, and expired items.
- Maintain documentation for all stock receipts and issues.
- Monitor stock levels and initiate replenishment requests when necessary.
- Ensure warehouse security and restrict unauthorized access.
- Maintain cleanliness and comply with occupational health and safety standards.
- Prepare regular warehouse and inventory reports.
- Support the disposal of obsolete, damaged, or surplus items in accordance with RTV policies.
E. Asset Management
- Maintain an accurate and up-to-date register of organizational assets and equipment.
- Ensure newly acquired assets are recorded, tagged, and assigned to responsible staff or locations.
- Maintain asset movement, transfer, handover, and disposal records.
- Coordinate periodic physical verification of organizational assets.
- Investigate and report missing, damaged, lost, or misused assets.
- Ensure staff complete asset handover and accountability forms.
- Monitor asset condition, utilization, and location.
- Coordinate asset repairs and maintenance.
- Support asset disposal in accordance with organizational policies and donor requirements.
- Prepare asset reports and support internal and external audits.
F. Fleet Management
- Coordinate the effective management and utilization of organizational vehicles and other fleet resources.
- Maintain an up-to-date fleet register and vehicle documentation.
- Ensure vehicles have valid insurance, licences, inspection certificates, and other required documents.
- Develop and maintain vehicle servicing and preventive maintenance schedules.
- Coordinate vehicle repairs, servicing, and maintenance while monitoring related costs.
- Maintain accurate vehicle logbooks and fuel records.
- Monitor fuel consumption and investigate significant variances or unusual usage.
- Coordinate vehicle allocation and scheduling according to operational priorities.
- Ensure drivers comply with organizational vehicle policies and road safety requirements.
- Monitor vehicle condition and ensure vehicles are safe and fit for use.
- Coordinate accident reporting, insurance claims, and follow-up actions.
- Monitor driver performance and compliance with fleet procedures.
- Ensure vehicles are properly parked, secured, and maintained when not in use.
- Prepare fleet utilization and maintenance reports.
G. Facilities Management
- Coordinate maintenance and effective functioning of offices, field facilities, and other organizational premises.
- Ensure facilities have adequate utilities, furniture, equipment, security, sanitation, and essential services.
- Coordinate repairs, maintenance, cleaning, pest control, waste management, and related services.
- Monitor contractors and service providers to ensure timely, quality service delivery.
- Maintain facility maintenance records and service contracts.
- Support office relocations, renovations, expansions, and the establishment of new offices or field facilities.
- Ensure compliance with applicable health, safety, security, and environmental standards.
- Identify facility-related risks and recommend corrective actions.
- Monitor facility expenditures against approved budgets.
H. Office Management and Administration
- Coordinate day-to-day operational requirements of RTV offices.
- Ensure the availability of office supplies, stationery, equipment, and other administrative necessities.
- Maintain adequate stocks of office consumables and initiate replenishment when needed.
- Coordinate office service providers, including cleaning, security, utilities, internet, and maintenance services.
- Support the organization of meetings, workshops, training sessions, and official events.
- Maintain appropriate administrative records and documentation.
- Ensure proper use and maintenance of office equipment and facilities.
- Support visitors and coordinate general office logistics.
- Promote an organized, professional, safe, and efficient working environment.
I. Budget and Financial Management
- Ensure procurement and logistics activities remain within approved budgets.
- Work with the Finance team to verify budget availability before committing organizational resources.
- Monitor expenditure on procurement, logistics, fleet, facilities, warehouses, and office administration.
- Support budget preparation and forecasting for procurement and logistics activities.
- Identify cost-saving opportunities while maintaining quality and operational effectiveness.
- Ensure all procurement and logistics transactions have the required supporting documentation.
- Support timely reconciliation of advances, procurement payments, and other operational transactions.
- Maintain appropriate controls to minimize financial and operational risks.
J. Compliance, Risk Management, and Internal Controls
- Ensure compliance with RTV policies, procedures, delegated authorities, and applicable laws and regulations.
- Ensure procurement and logistics processes meet donor requirements where applicable.
- Maintain proper segregation of duties and approval controls.
- Identify procurement, supply chain, fleet, asset, and facilities risks and recommend mitigation measures.
- Protect the confidentiality and integrity of procurement and organizational information.
- Support internal and external audits by providing accurate records and documentation.
- Follow up on audit findings relating to procurement, logistics, assets, fleet, and facilities.
- Promote transparency, accountability, fairness, and ethical conduct.
- Report suspected fraud, corruption, conflicts of interest, theft, or misuse of organizational resources through appropriate channels.
5. Qualifications and Experience
A. Minimum Qualifications
- Bachelor’s Degree in Procurement and Supply Chain Management, Logistics and Transport Management, Business Administration, Commerce, Finance, Operations Management, or a related field.
- A professional qualification in procurement and/or supply chain management is an added advantage.
- At least 5 years of relevant professional experience in procurement, logistics, administration, supply chain, or operations management.
- Experience working with an NGO, nonprofit organization, development organization, or similar institution is highly desirable.
- Demonstrated experience managing procurement processes, suppliers, assets, fleets, facilities, and/or warehouses.
B. Professional Experience
Candidates should demonstrate experience in:
- Procurement planning and execution.
- Supplier sourcing and management.
- Competitive quotation and bidding processes.
- Contract and purchase order management.
- Inventory and warehouse management.
- Asset tracking and verification.
- Fleet administration and vehicle maintenance.
- Facilities and office management.
- Budget monitoring and cost control.
- Procurement and logistics recordkeeping.
- Compliance and audit support.
C. Knowledge and Technical Skills
- Strong knowledge of procurement and supply chain principles and practices.
- Understanding of procurement policies, procedures, controls, and ethical standards.
- Strong knowledge of inventory and warehouse management.
- Knowledge of fleet and asset management systems.
- Understanding of budgeting and financial controls.
- Strong contract and supplier management skills.
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Experience using procurement, inventory, ERP, or asset management systems is an advantage.
- Strong analytical and reporting skills.
- Good understanding of risk management and internal controls.
D. Core Competencies
- Integrity and accountability.
- Strong organizational and planning skills.
- Attention to detail and accuracy.
- Negotiation and communication skills.
- Problem-solving and decision-making abilities.
- Ability to work under pressure and meet deadlines.
- Ability to prioritize competing requirements.
- Strong interpersonal and relationship management skills.
- Ability to work independently with minimal supervision.
- Teamwork and collaboration.
- Flexibility and adaptability.
- Commitment to organizational values and development work.
6. Equal Employment Opportunity
Raising The Village encourages women, people with disabilities, and minority groups to apply. The organization is committed to equal opportunities and diversity of perspectives in the workplace.
7. How to Apply
Interested and qualified candidates should submit their applications through the official recruitment portal.
Alternative application options:
- Apply using an Indeed Resume.
- Apply using LinkedIn.
Company Website: https://raisingthevillage.org/
8. Important Recruitment Notice
Raising The Village does not charge any fees at any stage of the recruitment process.
Application Deadline: Not specified in the supplied vacancy announcement. Applicants should visit the official application portal to confirm the current recruitment status and any additional instructions.
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