Job Description – Procurement Coordinator 

Position Summary

The Procurement Coordinator is responsible for managing all procurement activities of LPP in line with organizational policies, donor regulations, and best-practice procurement standards. The role ensures the timely, transparent, and cost-effective acquisition of goods, services, and works while maintaining full documentation, compliance, and strong vendor relationships.

Key Focus:
80% Core Procurement Operations | 20% Coordination, Compliance & Capacity Building

• Main Procurement Responsibilities (80%)
  • Ensure full compliance with LPP procurement policies, procedures, ethical standards, and donor guidelines.
  • Coordinate closely with Program and Project teams to develop and manage monthly procurement plans, approvals, execution schedules, and deliveries.
  • Prepare and manage all procurement documentation including:
    • RFQs, RFPs, tender dossiers
    • Advertisements and bid opening records
    • Bid evaluation and comparative statements
    • Purchase Orders (POs)
    • Contracts (LTA/STA)
    • Procurement committee MoMs
• Conduct market assessments and supplier benchmarking to ensure:
  • Fair competition
  • Value for money
  • Transparency and accountability
• Manage supplier and contractor relationships, including:
  • Vendor database maintenance
  • Pre-qualification and evaluation
  • Performance monitoring and feedback
  • Contract compliance review
  • Recommendations for blacklisting/delisting where applicable
• Maintain a complete procurement audit trail, ensuring availability of:
  • RFQs / RFPs
  • Quotations and bids
  • Comparative statements
  • Approvals and authorizations
  • POs, GRNs, GDNs
  • Payment-supporting documents
• Maintain and update all procurement trackers, ensuring proper monitoring of:
  • Requisitions
  • Purchase cycles
  • Delivery timelines
  • Pending documentation
• Undertake vendor follow-ups to ensure on-time delivery and quality compliance.
• Provide technical support and guidance to program teams and field offices on procurement rules and procedures.
• Support stock planning and coordination with logistics/stores for asset tagging, handover, and record tracking where required.

 General, Coordination & Compliance Responsibilities (20%)

• Ensure smooth coordination between Procurement, Programs, Finance, HR, Logistics, and vendors.
• Flag procurement risks, compliance gaps, or delays to management in a timely manner.
• Represent LPP with suppliers and stakeholders as required.
• Support internal and external audits by providing accurate records, compliance justifications, and immediate responses.
• Contribute to strengthening LPP’s vendor network to enhance pricing competitiveness and service reliability.
• Conduct procurement orientations and refresher sessions for staff to strengthen procurement capacity and compliance awareness.
• Promote ethical procurement standards, conflict-of-interest declarations, and anti-fraud measures.
• Prepare procurement reports for management and donors as required.
• Perform any additional duties assigned by the supervisor aligned with organizational objectives.

Required Qualifications & Experience

• Education
  • Minimum Bachelor’s degree in:
    • Business Administration
    • Supply Chain Management
    • Procurement & Logistics
    • Finance
    • Economics
    • Public Administration
      or another relevant discipline.
• Professional certification preferred:
  • CIPS (Chartered Institute of Procurement & Supply)
  • Supply Chain / Logistics certifications
  • Donor procurement compliance training

 Professional Experience

• 3–5 years of demonstrated experience in procurement within:
  • NGOs
  • INGOs
  • Development sector organizations
  • Donor-funded projects
• Hands-on experience with:
  • Tendering processes
  • Vendor evaluations
  • Contract management (LTAs/Framework agreements)
  • Donor procurement rules (UN, DFID/FCDO, EU, USAID, etc.)
  • Audit-compliant documentation systems

 Core Skills & Competencies

• Strong understanding of procurement laws, donor compliance standards, and best procurement practices
• Excellent documentation and report-writing skills
• Strong negotiation & vendor management capability
• Analytical skills for bid evaluations and cost comparisons
• High attention to detail and time management skills
• Excellent coordination & communication ability
• Ability to train & mentor staff
• High integrity, professionalism, and commitment to ethical procurement
• Computer literacy including:
• MS Excel, Word
• Procurement trackers
• Inventory systems

 Personal Attributes

• Trustworthy and ethical
• Organized and process-oriented
• Confident communicator
• Able to work under pressure and meet tight deadlines
• Team-oriented and cooperative