Logistics and Procurement Coordinator

Job Description

About the Lutheran World Federation (LWF)

We are a global communion of churches in the Lutheran tradition, living and working together for a just, peaceful, and reconciled world.  LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

Lutheran World Federation (LWF) in Ethiopia  

LWF World Service Ethiopia is a registered foreign charity, which has been operating in Ethiopia since 1973 implementing various development and humanitarian projects in different parts of Ethiopia.  LWF World Service Ethiopia works closely with the Ethiopian Evangelical Church Mekane Yesus (EECMY), the Ethiopian Government, UN organizations and other funding partners. Its thematic areas include the promotion of food security and sustainable livelihood, sustainable natural resources management, emergency preparedness, response and rehabilitation, and capacity building. 

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and our field presence in hard-to-reach areas. Our work is people-centred and community-based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.

LWF Safeguarding Commitment

LWF World Service is committed to creating and maintaining a safe organization where people we come in contact with are protected from harm and abuse. Harm and abuse may include but are not limited to physical, psychological, and sexual violence and abuse, financial and material abuse, all forms of modern slavery, and all forms of maltreatment and exploitation.

Job Purpose   

The procurement and Logistics Coordinator is a key member of the Management Team at the country level. Under the guidance and direction of the Country Representative in Ethiopia.  The Procurement/Logistics Coordinator ensures that supplies and services required to support operations are ethically and timely and of adequate quality and quantity at a competitive price.

To provide a professional procurement service to the LWF/WS project; ensuring that procurement policies and operating procedures are followed in the purchasing of quality-assured commodities to target timescales at a competitive price.

Duty and Responsibilities

As the head of the Procurement/Logistic department, he/she shall/will oversee and coordinate procurement, property management, fleet management and office administration services in compliance with regulations, end-user requirements, and appropriate procedures and standards of ethical procurement as listed below:

Logistics and Procurement

• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Officers
• Clarify specifications with colleagues/technical specialists, the specifications of the goods required fully before the tender or any procurement is done.
• Implement LWF’s logistics systems and procedures
• Coordinate procurement activities in liaison with colleagues in project teams.
• Ensure compliance with the L:WF procurement manual and donor’s procurement regulations and request deorgations  to the regulations when necessary;
• Update the procurement data base/tracking regularly  and share with  the procurement committee and  program staff; .
• Appraise supplier performance, and manage supplier relationships.
• Prepare tender documents and contracts for approval and issue them to awarded suppliers/contractors.
• Evaluate the tenders received taking into consideration the relevant criteria including the ability to comply with terms and conditions.
• Make recommendations and confirm purchase orders in coordination with the Project Coordinators. Program Officers and the Finance Department.
• Follow up on the timely delivery of goods by suppliers and supervise the shipping of the goods to their final destinations.
• Implement and standardize logistic procedures & bring technical support in all aspects related to logistics.
• Ensure contract terms and proven ability to negotiate terms and agreements, build, and maintain networks with suppliers.
• Develop monthly procurement reports and submit them to Management.
• Ensure that the Country Office and field office procurement committee are up to date and have signed the declaration of impartiality and confidentiality.
• Ensure that bi-annual market assessments are conducted
• Ensure that pre-qualification of vendors/contractors is conducted annually.
• Provide capacity building to the LWF staff on procurement standards and procedures
• Serves as the primary point of direct contact and liaison with project staff on office administrative and accounting procedures and liaison with external vendors and suppliers.

Property Management

• Ensures the effective owned and/or leased/rented property management within the Head Office and all field offices, complying with national government requirements.
•  Manage all the leased/rented property agreements between LWF and the owner or landlord.
• Liaise with owners or landlords when reviewing/renewing leases and when property repairs and general maintenance are required.
• Address issues or concerns raised by tenants or LWF staff regarding the condition of the LWF office or expatriate housing.

Fleet Management

• Manage the fleet management, ensuring that the operation complies with the relevant local regulations governing transport and LWF standards and procedures.
• Use fleet management systems to monitor costs and performance and prepare management reports.
• Dispose of LWF’s used motor vehicles, when necessary, in coordination with the ACSO

Office Administration

• Responsible for processing staff mobile card purchase requests and distribution.
• Monitor office security, generator and other office utilities.
• Lead the project office start-up (rental of premises, furnishing security) and phase-out (payments, handover) effectively are managed in liaison with the LWF line manager, security focal person and the Authority of Civil Society Organization (ACSO).
• Follow up on staff annual leave balance and staff Issues in the logistics department.
• Follow the payment of office utility bills such as telephone, broadband internet, electricity etc. monthly basis.
• Logistic and Procurement Coordinator is responsible for the supervision of drivers, security guards, and office attendants.
• Manages schedule/calendar, makes travel arrangements, establishes internal administrative and reporting systems, and effectively handles administrative problems and inquiries as appropriate.
• Coordinates with IT support to ensure that computer equipment is operational including Internet access, email, electronic filing, and retrieval system, etc.
• Ensure that the office is properly furnished and equipped and that all technology systems are properly functioning on an ongoing basis. Works closely with the project team to ensure appropriate infrastructure is in place to support ongoing project operations. 

• Conducts field visits to field offices to support the LWF field program in the procurement procedures and participate in the tracking of the procurement activities and the chain supply of, goods/services.

Job Requirement

Job Requirements- Experience, Knowledge & Competencies

• Relevant logistic experience of 5 years for MA and 7 years for BA Degree in Supply Chain Management, Business Administration Management, and related fields.
• Proven experience in logistics and procurement preferably in INGO
• Solid knowledge and understanding of procurement processes, laws, systems and policies
• Must demonstrate personal attributes such as loyalty and integrity in addition to being resourceful and flexible, which is inherent in this position.

• Effective communication, including writing, speaking, and interpersonal communication.
• Quick critical thinking and problem-solving abilities.
• Excellent customer service and client relations skills.
• Keep organization and time management skills.
• Ability to work with little supervision and track multiple processes
• Outstanding organizational and coordination abilities
• Excellent communication and interpersonal skills.
• Previous related experience in INGO setups advantageous