Logistics and Procurement Coordinator

Company Description

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. 

 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 for our field presence in hard-to-reach areas. Our work is people-centered 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. 

Our partners in Ethiopia, including Ethiopian Evangelical Church Mekane Yesus (EECMY), diaconal arms of Lutheran churches, UN Agencies, Global Affairs Canada, the EU/ECHO and USAID with whom we are a key implementing partner. 

LWF World Service Ethiopia is a registered foreign charity that has been operating in Ethiopia since 1973 implementing various development and humanitarian projects in different parts of Ethiopia.

LWF World Service Ethiopia is an equal opportunity employer and considers all applicants based on merit regardless of sex, color, religion, ethnicity, age, marital status, or disability.

Duty and Responsibilities

•  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 acquired in an ethical and timely and are of adequate quality and quantity at a competitive price.
• To provide a professional procurement service to the LWF/DWS project; ensuring that procurement policies and operating procedures are followed in the purchasing of quality assured commodities to target timescales at a competitive price.

Specific 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:

 Procurement

• Clarify specifications with colleagues/technical specialists, the specifications of the goods required fully before the tender or any procurement is done.
• Coordinate procurement activities in liaison with colleagues in project teams.
• Ensure compliance with the donor’s procurement regulations and request waivers to the regulations when necessary.
• Update relevant information about the procurement process in the database, appraise supplier performance and manage relationships with suppliers.
• Prepare tender documents and contract for approval and issue them to awarded suppliers.
• 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 and Finance Department.
• Follow-up on the timely delivery of goods by suppliers and supervise the shipping of the goods to their final destinations.
• Ensure proper filling of all procurement documents with respect to the project and donor to which they pertain.
• Develop monthly procurement report and submit to Management.
• Ensure that Country Office and field office procuring committee are up to day and have signed the declaration of impartiality and confidentiality
• Ensure that bi-annual market assessments are conducted
• Ensure that pre-qualification of vendors/contractors are 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 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.

Office Administration

• Responsible to process 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.

Required Minimum Qualifications, Experience, and Skills:

• Relevant logistic experience of 3 years for MA and 5 years for BA Degree in Supply Chain Management, Business Administration Management, and related fields.
• Must demonstrate personal attributes such as loyalty and integrity in addition to being resourceful and flexible, which is inherent in this position.

Skills Required, Attitudes and Attributes:

• 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.

Additional requirements

•  Proven experience as a logistics coordinator
•  Experience in customer service will be appreciated
•  Knowledge of laws and regulations
• 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