Procurement & Logistics Manager

JOB DESCRIPTION

The Procurement and Logistics Manager is responsible for planning, managing, and overseeing all procurement, logistics, and asset management functions of Imagine1day. The role ensures that procurement and supply chain activities are efficient, transparent, cost-effective, and fully compliant with Imagine1day policies, donor requirements, and applicable national regulations.  The position plays a critical role in supporting timely program implementation by ensuring the availability, delivery, and proper management of goods and services across Imagine1day's operations. The Manager also provides technical leadership, strengthens internal systems, mitigates operational risks, and contributes to the continuous improvement of procurement and logistics practices within the organization.

Major Roles and Responsibilities

1. Procurement Management

• Lead and manage all procurement processes for Imagine1day, including needs identification, sourcing strategies, solicitation (RFQs, RFPs, ITBs), bid evaluation, contracting, and delivery, in line with Imagine1day and donor procurement guidelines.
• Develop, implement, and regularly update the annual procurement plan in collaboration with program and finance teams to ensure timely and cost-effective delivery of goods and services.
• Review and validate procurement requisitions for accuracy, completeness, budget alignment, and compliance with approved plans.
• Ensure strict adherence to procurement policies, procedures, donor requirements, and internal controls to promote transparency, accountability, and value for money.
• Conduct regular market assessments and maintain an updated supplier database, including prequalification lists and supplier performance evaluations.
• Draft, review, and finalize solicitation documents, bid evaluation reports, purchase orders, and contracts in line with legal and procurement standards.
• Manage competitive and transparent bidding processes, ensuring fairness and equal opportunity for suppliers.
• Track procurement progress and prepare regular status updates, identifying risks, delays, and mitigation measures for management action.
• Liaise closely with finance teams to ensure accurate documentation, budget coding, and timely supplier payments.
• Maintain a complete and well-organized procurement filing and archiving system to ensure audit readiness at all times.

2. Supply Chain, Logistics, and Asset Management

• Coordinate and oversee end-to-end logistics processes, including transportation, customs clearance (where applicable), warehousing, and distribution of goods to project sites.
• Ensure timely delivery of materials and equipment to support program implementation across Imagine1day's operational areas.
• Manage inventory and asset records, ensuring accurate tracking, accountability, and compliance with donor and organizational requirements.
• Lead asset management processes, including asset issuance, tagging, verification, storage, transfer, and disposal in line with Imagine1day policies.
• Support physical asset verification exercises and ensure reconciliation of asset registers with physical counts.
• Ensure proper documentation, filing, and secure archiving of all logistics and asset-related records.

3. Reporting, Compliance, and Risk Management

• Prepare and submit accurate and timely monthly, quarterly, and annual procurement and logistics reports for internal management and donor compliance.
• Maintain up-to-date procurement trackers, asset registers, and inventory management systems.
• Support internal and external audits by providing required documentation, responding to audit queries, and implementing audit recommendations.
• Monitor compliance with Imagine1day procurement policies, donor regulations, and national laws, ensuring zero tolerance for non-compliance.
• Conduct regular internal compliance checks to identify gaps or risks and propose corrective actions.
• Identify, assess, and escalate procurement- and logistics-related risks, including fraud or operational bottlenecks, and support mitigation planning.
• Contribute to the development and revision of procurement and logistics policies, SOPs, tools, and templates based on lessons learned and evolving donor requirements.
• Support institutional learning by documenting best practices, challenges, and lessons learned in procurement and logistics.

4. Coordination and Internal Capacity Strengthening

• Provide technical guidance and capacity support to internal teams on procurement procedures, documentation, and compliance requirements.
• Facilitate regular coordination with program, finance, and operations teams to ensure procurement and logistics activities align with program timelines.
• Participate in field visits to assess delivery, quality of goods and services, and supplier performance.

5. Gender Equality Commitments

• Promote gender equality and equal access to opportunities, information, and resources.
• Ensure fair evaluation, development, and promotion based on merit and performance.
• Respect all individuals regardless of gender, sexual orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect cultural diversity.

Safeguarding Commitment.

Imagine1day has zero tolerance for violations of Child and Adult Safeguarding, Sexual Exploitation and Abuse, and the Code of Conduct. All recruitment processes include robust safeguarding checks to ensure the protection of children and vulnerable adults.

Experience and Technical Competencies

• Minimum of 7 years of progressively responsible experience in procurement and logistics management, including at least 5 years in an international NGO or donor-funded environment.
• Strong experience managing complex procurement operations under donor-funded projects.
• In-depth knowledge of procurement regulations, ethical sourcing, contract management, and supply chain operations.
• Proven skills in procurement planning, tender management, logistics coordination, and asset management.
• Strong analytical, organizational, and problem-solving skills with the ability to manage competing priorities.
• Proficiency in MS Office and experience with ERP or procurement management systems.
• Excellent communication and negotiation skills in English and the national language.
• High standards of integrity, accountability, and confidentiality, with demonstrated leadership and team management skills.

Education

• Bachelor's degree in Procurement and Supply Chain Management, Logistics, Business Administration, or a related field (required).
• Master's degree or professional certification (e.g., CIPS, CSCP, PMP) is an advantage.

Languages

• English and Amharic (fully operational).
• Additional national language is an advantage.

Number of Positions: One (1)

Direct Reports: Two Coordinators