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