Procurement and Logistics Officer

Key Responsibilities and Duties

Procurement Management

• Lead the preparation, consolidation, and execution of the annual procurement plan, ensuring alignment with program priorities, budgets, and timelines.
• Execute end-to-end procurement processes for goods and services in full compliance with CHAK, the donor, and applicable donor regulations.
• Review and validate requisitions, technical specifications, and cost estimates to ensure completeness, accuracy, and value for money.
• Manage the solicitation process, including preparation and issuance of RFQs/RFPs/ITBs, ensuring transparency, fairness, and competitiveness.
• Conduct robust price, cost, and reasonableness analyses to support sound procurement decisions and optimal resource utilization.
• Establish and maintain complete, accurate, and audit-ready procurement records and documentation in line with donor and organizational requirements.
• Serve as the non-voting secretary to procurement evaluation committees, ensuring integrity of the process and proper documentation of proceedings.
• Support the drafting, review, negotiation, and administration of contracts and purchase orders to safeguard organizational interests.
• Review and verify supplier invoices against contractual terms and deliverables prior to submission for payment processing.
• Develop, maintain, and continuously update a vetted supplier database, supporting supplier prequalification, performance monitoring, and strategic sourcing.

VAT and DA-1 Administration

• Coordinate end-to-end VAT exemption processing in compliance with the donor and KRA requirements.
• Prepare, review, and submit invoices for Tax exemption processing ensuring completeness and accuracy of supporting documentation.
• Maintain a detailed VAT tracking matrix capturing submission status, approvals, reimbursements, and outstanding claims.
• Conduct regular follow-ups with suppliers to ensure timely submission of required documents and processing of VAT refunds.
• Liaise with KRA and relevant authorities where necessary to resolve VAT-related issues.
• Reconcile VAT reimbursement records with finance records to ensure proper posting to the general ledger.
• Generate periodic VAT status and reconciliation reports for management review.
• Ensure proper filing and audit readiness of all VAT documentation.

Logistics and Fleet Management

• Plan, coordinate, and oversee end-to-end logistics for project activities, ensuring timely and efficient delivery of goods, services, and field operations support.
• Manage vehicle scheduling, allocation, and utilization to optimize fleet efficiency and support program implementation across all locations.
• Ensure all project vehicles are properly maintained, serviced, insured, and compliant with CHAK policies.
• Monitor and control fleet usage, including fuel consumption, movement tracking, and driver accountability, to promote efficiency, safety, and cost control.
• Enforce adherence to CHAK transport and fleet management policies, ensuring proper authorization and documentation.
• Coordinate travel logistics for staff, including transport and accommodation arrangements, ensuring cost-effectiveness and compliance with organizational policies.

Qualifications and Competencies

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field.
• Professional qualification (CIPS/KISM).
• Active membership of KISM, with a valid Supplies Management Practitioner’s License.
• 3–5 years’ experience in procurement and logistics operations.
• Experience with USG donor-funded programs.
• Experience with ERP or procurement systems.
• Integrity
• Teamwork and Cooperation
• Self-driven, innovative, a team player with strong interpersonal skills
• Ethical, trustworthy, and committed to high standards of professionalism.