Procurement Officer

• The Procurement Officer will be responsible for coordinating procurement requests, sourcing suppliers, obtaining and evaluating quotations, preparing procurement documentation, monitoring purchase orders, maintaining supplier records and ensuring that procurement activities comply with LPF policies, donor requirements, approved budgets and applicable procedures.
• The successful candidate will work closely with Finance and Operations, Programme Management, Grants and Partnerships, Logistics, Administration and other relevant teams to ensure that procurement plans reflect programme needs, purchases are completed within agreed timelines and all procurement transactions are properly documented and authorized.
• The role requires strong organizational, analytical, negotiation and communication skills, with the ability to manage multiple procurement requests, maintain accurate records and identify opportunities for cost savings and improved value for money in a complex humanitarian and development environment.
• The Procurement Officer will contribute to organizational accountability by promoting fair competition, ethical supplier relationships, effective procurement controls and responsible use of organizational resources.
• This is an opportunity for a committed professional to strengthen LPF\'s procurement systems and support the efficient delivery of quality humanitarian and development programmes for vulnerable and crisis-affected populations.

KEY RESPONSIBILITIES

Procurement Planning and Coordination

• Coordinate procurement activities in line with approved budgets, programme work plans, operational requirements and established procurement procedures.
• Work with Programme Management, Finance and Operations, Logistics and other relevant teams to identify procurement needs and establish realistic purchasing timelines.
• Support the preparation, consolidation and updating of procurement plans for projects, departments and field locations.
• Review purchase requests to ensure that requirements are clearly defined, properly justified, adequately budgeted and appropriately authorized.
• Confirm the availability of approved budgets and ensure procurement requests are consistent with authorized programme activities.
• Prioritize procurement activities according to operational urgency, programme implementation schedules and delivery requirements.
• Monitor procurement timelines and follow up on outstanding requests to minimize delays affecting programme implementation.
• Identify potential supply constraints, market limitations and procurement risks and recommend appropriate mitigation measures.
• Maintain an updated procurement tracking system showing requests, approval status, sourcing activities, purchase orders, delivery schedules and outstanding actions.
• Provide regular updates to the Finance and Operations Manager and relevant programme teams on procurement progress and anticipated delays.

Supplier Identification and Market Assessment

• Identify and maintain a pool of qualified suppliers, service providers and contractors capable of meeting LPF\'s procurement requirements.
• Conduct market assessments to identify available goods and services, prevailing prices, supplier capacity and relevant market conditions.
• Source suppliers through appropriate channels in accordance with LPF procurement procedures and applicable donor requirements.
• Request quotations, proposals or tenders from eligible suppliers using approved procurement methods.
• Ensure that suppliers receive clear specifications, quantities, delivery requirements, submission deadlines and other relevant purchasing information.
• Maintain an updated supplier database containing contact information, business details, product categories, performance records and relevant supporting documentation.
• Verify supplier information and documentation as required before recommending supplier engagement.
• Assess supplier capacity, reliability, delivery timelines, quality standards and ability to meet contractual obligations.
• Identify alternative suppliers where necessary to reduce supply disruptions, improve competition or address procurement constraints.
• Promote fair access to procurement opportunities and avoid practices that unfairly favour particular suppliers.

Competitive Sourcing and Quotation Management

• Coordinate the collection of quotations, bids and proposals in accordance with approved procurement thresholds and procedures.
• Ensure that sourcing methods are appropriate to the procurement value, nature of the requirement, urgency and applicable donor conditions.
• Maintain confidentiality and integrity throughout quotation collection, bid opening and evaluation processes.
• Check submitted quotations for completeness, validity, compliance with specifications and consistency of pricing information.
• Prepare quotation comparison sheets and procurement evaluation documentation to support objective supplier selection.
• Coordinate technical evaluations with requesting departments where specialized knowledge is required.
• Ensure that procurement recommendations are based on documented criteria, including price, quality, technical compliance, delivery timelines and supplier capacity.
• Document justifications for supplier selection, including cases where the lowest-priced offer is not recommended.
• Escalate non-competitive procurement requests, emergency purchases and proposed exceptions for the required approval.
• Ensure that procurement decisions are properly documented and approved by authorized personnel before commitments are made.

Procurement Documentation and Recordkeeping

• Prepare and maintain complete procurement files for all purchasing activities in accordance with LPF policies and applicable donor requirements.
• Ensure procurement files contain relevant documentation, including approved purchase requests, specifications, quotations, evaluation records, approvals, purchase orders, delivery notes and invoices, as applicable.
• Maintain accurate and up-to-date procurement registers, purchase order trackers, supplier records and related documentation.
• Ensure procurement documents are properly organized, securely stored and accessible to authorized personnel.
• Verify that procurement records clearly demonstrate the purchasing process, approvals, supplier selection rationale and receipt of goods or services.
• Follow up on missing documentation, incomplete approvals and discrepancies identified during procurement reviews.
• Ensure that changes to specifications, quantities, prices or delivery arrangements are appropriately documented and approved.
• Maintain records of procurement exceptions, cancellations, contract variations and other significant purchasing decisions.
• Support periodic reviews of procurement files to identify documentation gaps and strengthen compliance.
• Ensure procurement records are available for internal reviews, donor verification, external audits and other authorized assessments.

Purchase Orders and Contract Administration

• Prepare purchase orders and other procurement documents following the required review and approval process.
• Ensure purchase orders accurately reflect approved specifications, quantities, prices, delivery locations, payment terms and delivery schedules.
• Communicate approved purchase orders and relevant instructions to selected suppliers.
• Monitor supplier acknowledgement of purchase orders and confirm agreed delivery timelines.
• Track outstanding orders and follow up with suppliers to ensure timely delivery of goods and services.
• Coordinate with Finance and Operations and relevant requesting departments on contract documentation and procurement commitments.
• Ensure that amendments to purchase orders or contractual arrangements are documented and approved before implementation.
• Maintain an updated register of purchase orders, supplier contracts, delivery commitments and outstanding obligations.
• Monitor supplier compliance with agreed terms and promptly escalate significant delays, quality concerns or contractual breaches.
• Support the preparation and filing of supplier agreements and other contractual documents as required.

Supplier Relationship and Performance Management

• Maintain professional and transparent relationships with suppliers and service providers.
• Communicate procurement requirements, delivery expectations and relevant contractual conditions clearly to suppliers.
• Monitor supplier performance against agreed delivery schedules, specifications, service standards and contractual obligations.
• Coordinate the documentation of supplier delays, incomplete deliveries, quality concerns and other performance issues.
• Seek clarification and corrective action from suppliers where goods or services do not meet approved requirements.
• Maintain supplier performance records to support future procurement decisions.
• Recommend appropriate supplier improvement measures, alternative sourcing arrangements or other actions where performance concerns persist.
• Ensure supplier complaints, enquiries and requests are addressed professionally and consistently.
• Avoid conflicts of interest, inappropriate gifts, inducements or preferential treatment in supplier relationships.
• Escalate suspected collusion, fraud, bribery, misrepresentation or other procurement misconduct through established reporting channels.

Budget Control and Financial Coordination

• Work closely with Finance and Operations to ensure procurement activities are supported by approved budgets and available funding.
• Confirm budget availability and appropriate financial authorization before initiating purchasing commitments, in accordance with established procedures.
• Ensure procurement costs are reasonable, properly documented and consistent with approved budget allocations.
• Monitor procurement commitments against approved budgets and flag potential overspending or funding constraints.
• Support cost comparisons and market analysis to identify opportunities for savings and improved value for money.
• Ensure supplier quotations, purchase orders, invoices and delivery documentation are consistent before forwarding payment requests for review.
• Coordinate with Finance to resolve discrepancies relating to supplier invoices, pricing, quantities and payment documentation.
• Provide procurement expenditure information and commitment updates to support budget monitoring and financial forecasting.
• Ensure that procurement-related costs are correctly linked to relevant projects, budget lines and cost centres.
• Support financial reviews and audits by providing complete procurement documentation and clarifications when required.

Delivery, Inspection and Receipt of Goods and Services

• Coordinate delivery arrangements with suppliers, Logistics, stores personnel and requesting departments.
• Ensure deliveries are made to the approved locations and within agreed timelines.
• Follow up on outstanding deliveries and communicate anticipated delays to relevant stakeholders.
• Coordinate with designated receiving personnel to verify delivered quantities, specifications and apparent condition against purchase orders.
• Ensure that goods received are documented through appropriate delivery notes, goods received notes or other approved records.
• Facilitate the reporting and resolution of shortages, damaged goods, incorrect specifications and other delivery discrepancies.
• Ensure that goods or services are not confirmed as satisfactorily received without appropriate verification by authorized personnel.
• Coordinate the return, replacement or correction of defective or non-compliant goods in accordance with contractual terms.
• Maintain appropriate separation between procurement, receipt, verification and payment authorization responsibilities.
• Ensure completed procurement transactions are supported by evidence of delivery or satisfactory service completion.

Procurement Compliance and Internal Controls

• Ensure procurement activities comply with LPF procurement policies, approval thresholds, donor requirements and applicable procedures.
• Apply appropriate competitive sourcing methods and maintain evidence of compliance with required procurement processes.
• Ensure that purchases are properly authorized and that procurement commitments are not made outside delegated authority.
• Identify and report procurement irregularities, control weaknesses and deviations from established procedures.
• Ensure procurement exceptions are supported by documented justifications and approved through the appropriate channels.
• Promote segregation of duties between procurement initiation, supplier selection, goods receipt, invoice verification and payment approval.
• Maintain appropriate controls over procurement documentation, supplier information and purchasing commitments.
• Support periodic procurement compliance reviews and follow up on identified gaps.
• Coordinate corrective actions arising from management reviews, donor observations and audit findings.
• Provide practical guidance to requesting departments on procurement procedures, documentation requirements and compliance expectations.

Donor Compliance and Audit Support

• Ensure procurement activities charged to donor-funded projects comply with relevant grant agreements, procurement rules and approved budgets.
• Review applicable donor procurement conditions, including competition requirements, eligibility criteria, documentation standards and approval obligations.
• Ensure procurement records clearly demonstrate compliance with applicable donor requirements.
• Coordinate with Finance and Operations and Grants and Partnerships to clarify procurement-related donor conditions where necessary.
• Support the preparation of procurement documentation for donor reviews, spot checks, verification exercises and audits.
• Respond to procurement-related audit requests and provide accurate supporting records within agreed timelines.
• Assist in resolving procurement findings and implementing corrective actions.
• Maintain records of procurement reviews, observations, recommendations and follow-up actions.
• Identify procurement practices that could expose LPF to financial losses, donor disallowances or reputational risks.
• Promote continuous improvement in procurement compliance and documentation standards.

Inventory and Asset Procurement Coordination

• Coordinate with Logistics and designated stores personnel to ensure procurement activities align with inventory levels and approved operational needs.
• Review stock availability and existing supplies before initiating new purchases where applicable.
• Support the procurement of equipment, furniture, office supplies, programme materials and other approved organizational assets.
• Ensure asset-related purchases are appropriately documented and communicated to the personnel responsible for asset registration.
• Provide procurement information required for asset tagging, registration, allocation and tracking.
• Coordinate with relevant teams to ensure procured items meet approved specifications and intended operational requirements.
• Monitor procurement of consumables and recurring supplies to support continuity of programme and office operations.
• Support periodic reviews of frequently purchased items to identify opportunities for framework agreements, bulk purchasing or other cost-effective arrangements.
• Ensure that procurement records support reconciliation between purchased goods, received items and inventory or asset registers.
• Promote responsible procurement and appropriate use of organizational resources.

Emergency and Field Procurement Support

• Coordinate urgent procurement activities required to support humanitarian response and time-sensitive programme implementation.
• Assess supplier availability, market conditions and delivery constraints in consultation with relevant teams.
• Support emergency sourcing in accordance with approved emergency procurement procedures and applicable donor requirements.
• Ensure urgent purchases are appropriately justified, authorized and documented.
• Coordinate procurement requirements for field offices and programme locations, including hard-to-reach areas where operational conditions may affect supply availability.
• Monitor supplier and transportation constraints that could affect timely delivery to field locations.
• Identify alternative sourcing and delivery arrangements when standard procurement channels are disrupted.
• Maintain clear records of emergency procurement decisions, approvals, supplier selection and delivery evidence.
• Communicate procurement risks and anticipated delivery challenges to Finance and Operations and relevant programme teams.
• Ensure urgency does not compromise essential controls, accountability or safeguarding requirements.

Ethical Procurement, Fraud Prevention and Risk Management

• Promote ethical, impartial and transparent procurement practices throughout the organization.
• Identify and manage risks associated with supplier selection, pricing, delivery, product quality and procurement documentation.
• Ensure actual or potential conflicts of interest are declared and managed through established procedures.
• Reject and report attempts to influence procurement decisions through bribery, inducements, gifts or other inappropriate benefits.
• Maintain confidentiality of supplier quotations, bid information and procurement decisions in accordance with LPF procedures.
• Support appropriate supplier screening and verification processes where required.
• Identify unusual pricing patterns, suspected collusion, false documentation and other potential indicators of procurement fraud.
• Report suspected fraud, corruption, safeguarding violations or other serious misconduct through established organizational channels.
• Promote fair competition, responsible sourcing and accountability in supplier engagement.
• Support the implementation of corrective and preventive measures to reduce procurement risks.

Coordination, Communication and Capacity Strengthening

• Maintain effective working relationships with Finance and Operations, Programme Management, Grants and Partnerships, Logistics, Administration and other relevant teams.
• Communicate procurement requirements, sourcing timelines, documentation standards and delivery updates to requesting departments.
• Provide guidance to staff on purchase requests, procurement planning, quotation requirements and supplier documentation.
• Support the development and implementation of procurement procedures, templates, tracking tools and standard operating procedures.
• Participate in procurement planning meetings and operational review sessions as required.
• Ensure procurement issues are addressed promptly and escalated when they require management intervention.
• Support capacity strengthening for staff involved in procurement initiation, evaluation, receipt and documentation.
• Promote consistent application of procurement procedures across projects and field locations.
• Contribute to periodic reviews of procurement performance and recommend practical improvements.
• Maintain professional knowledge of procurement practices, supplier markets and relevant donor compliance requirements.

Other Responsibilities

• Participate in management, planning and operational coordination meetings as required.
• Provide procurement-related advice to the Finance and Operations Manager and other relevant personnel.
• Support organizational audits, stock verification exercises and procurement reviews as assigned.
• Maintain professional knowledge of procurement standards, ethical sourcing and relevant humanitarian supply chain practices.
• Perform other reasonable procurement-related duties assigned by the Finance and Operations Manager or designated supervisor.

KEY DELIVERABLES

• The successful candidate will be expected to contribute to:
• Updated procurement plans aligned with approved budgets and programme implementation schedules.
• Timely processing of authorized procurement requests and effective monitoring of outstanding orders.
• Transparent supplier sourcing and documented competitive procurement processes.
• Accurate quotation comparison sheets, procurement evaluations and supplier selection records.
• Complete, organized and audit-ready procurement files.
• Updated supplier databases and appropriate supplier performance records.
• Properly prepared purchase orders and effective monitoring of delivery commitments.
• Timely receipt and verification of goods and services in coordination with designated personnel.
• Improved compliance with LPF procurement procedures and applicable donor requirements.
• Effective coordination with Finance and Operations, Programme Management, Logistics and other relevant teams.
• Appropriate budget control and monitoring of procurement commitments.
• Timely identification and escalation of procurement risks, irregularities and compliance gaps.
• Effective supplier performance monitoring and resolution of procurement-related issues.
• Improved value for money, cost-effectiveness and transparency in purchasing decisions.
• Appropriate support for donor reviews, audits and procurement compliance assessments.
• Effective coordination of emergency and field procurement requirements.
• Consistent application of ethical procurement, safeguarding and conflict-of-interest requirements.
• Improved procurement tracking systems, documentation standards and internal procedures.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Minimum Qualifications

• Bachelor\'s degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, Management or another relevant discipline.
• A Master\'s degree in Procurement, Supply Chain Management, Business Administration or a related field is an added advantage.
• Professional certification in procurement or supply chain management, such as CIPS or an equivalent recognized qualification, is desirable.
• Minimum of 3 years of relevant professional experience in procurement, purchasing, supply chain management or a related field.
• Demonstrated experience coordinating procurement requests, sourcing suppliers, obtaining quotations and preparing procurement documentation.
• Experience conducting market assessments, comparing supplier offers and supporting supplier selection decisions.
• Experience maintaining procurement records, purchase order registers, supplier databases and procurement tracking systems.
• Understanding of procurement controls, competitive sourcing, approval procedures and value-for-money principles.
• Experience working with budgets, purchase commitments, invoices and financial documentation.
• Demonstrated ability to coordinate with finance, programme, logistics and administrative teams.
• Strong organizational, analytical, negotiation and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word and relevant procurement tracking tools.
• Ability to manage multiple procurement requests and meet strict deadlines.
• High level of integrity, attention to detail and commitment to transparent procurement practices.

Desirable Experience

• Experience working with NGOs, INGOs, UN agencies or other humanitarian and development organizations.
• Experience supporting donor-funded projects and understanding institutional donor procurement requirements.
• Experience working with donors such as UNICEF, ECHO, NHF, FCDO, USAID or similar funding partners.
• Experience conducting procurement activities in conflict-affected, hard-to-reach or resource-constrained environments.
• Experience procuring programme supplies, medical commodities, office equipment, construction materials or other operational goods and services, as relevant to organizational needs.
• Experience supporting procurement audits, donor verification exercises and compliance reviews.
• Experience developing procurement plans, supplier databases, procurement trackers and standard operating procedures.
• Familiarity with supplier due diligence, fraud prevention, conflict-of-interest management and ethical sourcing.
• Knowledge of inventory management, asset registration and logistics coordination.
• Familiarity with humanitarian principles, safeguarding, PSEA and accountability to affected populations.

CORE COMPETENCIES

• The successful candidate should demonstrate:
• Strong procurement planning and coordination skills.
• Supplier sourcing, market assessment and quotation evaluation.
• Negotiation and cost-comparison skills.
• Knowledge of procurement procedures and internal controls.
• Strong understanding of transparency, competition and value for money.
• Accurate procurement documentation and recordkeeping.
• Strong analytical, numerical and problem-solving abilities.
• Excellent organizational and time-management skills.
• Effective communication and stakeholder coordination.
• Attention to detail and commitment to compliance.
• Ability to manage competing priorities and strict deadlines.
• Strong supplier relationship and performance management skills.
• Integrity, impartiality and sound professional judgment.
• Ability to identify and escalate procurement risks.
• Commitment to ethical conduct and responsible resource management.
• Ability to work collaboratively across programme and support functions.
• Adaptability and resilience in challenging humanitarian environments.
• Commitment to continuous learning and organizational improvement.

Method of Application

Interested and qualified candidates should forward their CV to: hr@lindiipeacefoundation.org using the position as subject of email.