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Logistics Coordinator at A local NGO

  • Full Time
  • Malawi
  • Applications have closed
  • Salary: 000

A local NGO

A local NGO has an immediate job opening, as such a vacancy for Logistics Coordinator has arisen. The Logistics Coordinator shall report technically to Finance and Administration Manager and carry out responsibility through efficient and effective organization and coordination of the procurement and logistics activities, Procurement planning, supply planning and proactive front end logistics support to meet project needs and requirements; achieving compliance to Donor Grants and Plan procedures and systems and upholding high standards in procurement and logistics ethics.

Below is the job description:

Coordinates the supply chain function

  • Analyze and consolidate requisitions for purchasing in accordance with the organization and donor policies and procedures.
  • Consolidate project material requirements submitted by staff for purchases.
  • Liaise with suppliers and Purchase committee and ensure there is an approved pre-qualified suppliers’ list in use.
  • In collaboration with the Internal Procurement Committee (IPC), compile an updated pre-qualified suppliers list and submit to the Programs Manager and purchase for review and approval.
  • Ensure procurement transactions have adequate and accurate supporting documentation.
  • Comply with the organization policies and procedures on procurement, storage, inventory, distribution and receipt of all materials/goods.
  • Prepare tender documents, obtain quotations, delivery costs and items;
  • Ensuring compliance of the organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, etc
  • Frequently carry out a market scan to review the prices for goods and services and to ensure that the Programs department is continuously getting value for money from the pre-qualified suppliers.
  • To continuously research on the alternatives to save money on procurement or improve delivery of necessary goods and equipment’s.

Assist in developing an effective purchase tracking system for the procurement department

  • Assists in the review of the purchase tracking and procurement processes to facilitate effective delivery of the organization objectives.
  • Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
  • Maintain accurate Bills of Quantity for appropriate projects
  • Follow up and ensures that all outstanding purchase orders are delivered by the due date.

Fleet and Assets management including premises and field bases

  • Take responsibility for the Office fixed asset and stock inventories and to ensure the completeness of their records and regular updating of the register. Fixed assets reports to be generated at any time on the technical condition, maintenance needs, lifetime/expiry (replacement, retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure;
  • Proposes fleet measures (additions and subtractions) by lease/rental as well as purchasing and advises about overhaul and/or retirement of vehicles;
  • Review the vehicle weekly/monthly reports, logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis.
  • Maintain the ED vehicle inventory and advises about vehicle allocation.
  • Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the region.
  • ensure compliance of fleet management policy by all staff;
  • Manage staff transport at all times and ensure proper usage of the vehicles by staff, including those in the field.
  • Ensure proper and smooth running of the office equipment’s, including back-up power; voice- and data, printers, etc. Ask for IT technical support where necessary
  • Implement health and safety recommendation for the office, and in asset usage.

Vehicle logistics coordination

  • Establish & maintain record of all vehicles and motor bikes with all relevant details.
  • Ensure all vehicles are fully licensed and insured according to local laws.
  • Ensure all vehicles/bikes are parked at a safe and secure place.
  • Reviews monthly vehicle utilization reports and takes appropriate measures to address anomalies;
  • Ensure accidents involving vehicles /motorbikes are reported promptly within 24 hours and are backed


  • Coordinates the supply chain function
  • Assist in developing an effective purchase tracking system for the procurement department
  • Fleet and assets management including premises and field bases
  • Vehicle logistics coordination
  • Ensure timely submission of monthly reports on assets and relevant issues.
  • Any other reasonable administrative support duties as assigned by the Finance and Administration Manager


  • Minimum of three-year work experience on a similar position.
  • Bachelors in Logistics or procurement
  • A Diploma in Purchase and Supply Management will have an added advantage

Method Of Application

Forward your Cover letter, Curriculum Vitae with three traceable referees to:

The Human Resources Officer, Email:

Applications should reach her not later than 15th July, 2022. The organization is an equal
opportunities employer therefore females are encouraged to apply!