Job Title:   Procurement & Logistics Coordinator

Organisation: Educate!

Duty Station:   Kampala, Uganda

About the Company:

Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by partnering with schools and governments to reform what schools teach and how they teach it, so that students in Africa have the skills to attain further education, overcome gender inequities, start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.

Job Summary:  Educate! is seeking a dynamic and detail-oriented Procurement and Logistics Coordinator to join our dynamic team. In this crucial role, you will be at the heart of our operations, ensuring the seamless acquisition and delivery of resources that power our programs. As we scale our products in Uganda, your expertise will be vital in maintaining efficiency and supporting our ambitious goals.

This is your chance to be part of a dedicated team making a tangible impact on thousands of youth. If you’re passionate about procurement and logistics, thrive in fast-paced environments, and are excited about contributing to a cause that’s changing lives, we’d love to have you on board. Join us in driving forward Educate!’s innovative education solutions and help us reach new heights!

Key Duties and Responsibilities:

Procurement and Price Research & Verification – 35%

• Implement the procurement policy and strategy and promote purchasing best practices to maximize savings.
• Ensure procurement processes are complete, accurate, documented and in compliance with relevant laws & E! Policy.
• Anticipate procurement needs to pre-select competitive vendors, and create systems to track and strategically guard against common procurement challenges
• Ensure proper documentation for all procurement requests before presentation for authorization.
• Ensure that standard operating procedures for the procurement function are understood and applied by staff.
• Coordinate the awards to the best bidder and draft a contract for the selected vendor.
• Carry out regular market research and update the price list at least twice a year as a guide for user departments
• Ensure that price comparisons or other procedures do not delay procurements past communicated deadline
• Formally and proactively communicates and advises budget holders and Operations Manager on instances of cost reduction.

Contracts and Supplier Management (25%)

• Spearhead the prequalification process for vendors and service providers in anticipation of implied procurement needs.
• Build and keep a well maintained pipeline of preferred vendors to lower procurement related risks.
• Maintain well documented vendor lists with company products and shares with management as is necessary.
• Build and maintain a strong E! relationship with vendors for the benefit of wholesale discounts & customer loyalty awards within the boundaries of the Educate! Ethics Guide.
• Provide timely, accurate and adequate specifications to vendors and respond to clarifications in a timely manner.
• Ensure vendor contracts have complete specifications and right invoices are paid promptly.
• Participate in negotiation of contract terms on a range of central contracts and monitor performance against these contracts.

Quality Control (20%)

• Ensure quality of materials or services to ensure consistency with requirements through quality monitoring from initiation to usage.
• Conclude procurements within the time the stipulated timelines
• Ensure there are operational controls of the facility services such as telephone, internet, reception, security etc.
• Ensure maintenance and optimization of Head Office IT infrastructure and systems
• Ensure proper safety of the procurement documents
• Suggest improvements based on regular staff feedback and respond to challenges within stipulated timelines.
• Seek and respond to feedback from end users on quality of products delivered to ensure value for money.

Contractor Management (20%)

• Lead the recruitment process for Enumerators (from adverting to shortlisting of candidates, conducting interviews, awarding and contracting)
• Maintain a clean, up-to date database of Enumerators for different programs
• Process payments for Enumerators in a timely manner
• Collect and provide feedback to Enumerators and generally ensure that their experience with E! is pleasant

Performance Objectives

• Procurement and Price Research & Verification – 35%
• Contracts and Supplier Management (25%)
• Quality Control (20%)
• Contractor Management (20%)

Qualifications, Skills and Experience:

• Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, or a related field.
• At least 3 years of proven Experience in procurement, logistics, or supply chain management in a fast paced environment, preferably within the NGO sector.
• Strong Analytical Skills to assess procurement processes and ensure cost-efficiency and effectiveness.
• Excellent Organizational Abilities to manage multiple tasks and projects simultaneously, ensuring timely delivery and resource allocation.
• Effective Communication Skills to liaise with vendors, stakeholders, and team members, ensuring clear and concise information exchange.
• Problem-Solving Mindset to address logistical challenges and implement efficient solutions.
• Attention to Detail to meticulously handle procurement documentation.
• Proficiency in Procurement Software and Microsoft Office Suite to streamline procurement activities and reporting.
• Commitment to Ethical Practices ensuring compliance with organizational policies and industry standards.
• Adaptability to adjust to changing priorities and work environments, supporting the dynamic needs of the organization.
• Team Player with the ability to work collaboratively within diverse and multicultural teams.
• Driven by Impact with a passion for contributing to the organization’s mission of transforming education and scaling impact.