THE ROLE 

The Procurement Coordinator actively executes day-to-day procurement tasks, directly handling the sourcing and acquisition of goods, works, and services needed for program and operational delivery. This role implements and follows clear, compliant procurement procedures, ensuring purchases are timely, cost-effective, and meet required quality standards. Working hands-on, the coordinator manages supplier engagement, prepares and processes purchase documents, tracks orders, and ensures all procurement activities align with approved plans, budgets, and organisational priorities.  

The Procurement Coordinator plays a key role in ensuring value for money through effective procurement planning, competitive sourcing, and sound negotiation practices. The position is responsible for enforcing strict adherence to organisational policies, donor regulations, and applicable legal requirements, while promoting ethical procurement standards, accountability, documentation and transparency throughout all processes.  

The position works closely with program, finance, logistics and administration teams to align procurement plans with project timelines and resource availability, proactively addressing procurement needs and potential risks. This position reports to the Country Finance and Operations Manager and collaborates closely with finance, logistics, and program teams to ensure coordinated and effective implementation of procurement functions. 

The Procurement Coordinator provides supervision and technical oversight to the Administration Officer, 

KEY RESPONSIBILITIES 

• Plan, coordinate, and implement procurement activities in line with approved procurement plans and organisational policies. 
• Manage end-to-end procurement processes, including requisitions, sourcing, tendering, evaluation, contracting, and delivery follow-up. 
• Ensure all procurement activities comply with organisational, donor, and regulatory requirements. 
• Develop, maintain, and regularly update supplier databases and framework agreements to ensure cost-effectiveness and quality. 
• Coordinate tendering processes, including preparation of bidding documents, bid evaluations, and contract awards. 
• Negotiate pricing, delivery schedules, and contract terms to achieve value for money. 
• Collaborate with program and operations teams to align procurement planning with project timelines and budgets. 
• Review and verify procurement documentation to ensure completeness, accuracy, and compliance. 
• Monitor supplier performance and address procurement-related issues in a timely manner. 
• Ensure timely delivery of goods and services and follow up on delayed or incomplete orders. 
• Maintain accurate, organised procurement records and filing systems. 
• Provide guidance and support to staff on procurement procedures and best practices. 
• Identify procurement risks and propose mitigation measures to ensure continuity of operations. 
• Support inventory and asset management processes in coordination with finance, administration, and logistics teams. 
• Contribute to budget planning by providing procurement cost estimates and market analysis. 
• Ensure ethical procurement practices and transparency throughout all processes. 
• Support internal and external audits by providing required documentation and responding to audit queries. 
• Continuously review and improve procurement processes to enhance efficiency and reduce costs. 

ACCOUNTABILITY AREAS 

Procurement Planning and Execution 

• Ensure procurement activities are effectively planned and executed in line with approved procurement plans and budgets. 
• Collaborate closely with finance, administration, logistics, and program teams to align procurement with operational and programmatic needs. Ensure timely delivery of goods and services in accordance with required specifications, quality standards, and project timelines. 

 Compliance, Quality Control, and Risk Management 

• Ensure full compliance with organisational policies, donor requirements, and applicable regulatory frameworks. 
• Proactively identify procurement needs, risks, and bottlenecks, and implement appropriate mitigation measures. 
• Develop, implement, and maintain a procurement risk management plan to ensure continuity and accountability. 
• Strengthen and continuously improve procurement systems, procedures, and controls to enhance efficiency, accuracy, and cost-effectiveness. 
• Promote standardisation and best practices across procurement processes within the Country Office. 

 Suppliers and Contract Management 

• Develop and maintain effective and professional relationships with suppliers to ensure reliability and quality service delivery. 
• Establish and maintain an up-to-date and well-vetted supplier database. 
• Monitor and evaluate supplier performance to ensure compliance with contractual terms, quality standards, and delivery timelines. 

 Documentation and Audit Readiness 

• Ensure all procurement records and documentation are accurate in both physical and electronic filing systems, complete, and securely maintained in line with TREES requirements. 
• Maintain audit-ready procurement files and support internal and external audit processes. 
• Track procurements and maintain procurement registers/trackers as required.  

 Capacity Building and Support 

• Provide guidance and technical support to staff on procurement procedures, policies, and best practices. 
• Conduct periodic training and capacity-building initiatives to strengthen staff understanding and compliance with procurement policies. 
• Contribute to strengthening overall compliance and operational efficiency across the Country Office. 
• Support periodic training and capacity building efforts to improve staff understanding of procurement and compliance requirements.  

 Leadership and Supervision 

• Provide day-to-day supervision, guidance, and support to the  Administration Officer, fostering a culture of accountability, integrity, and high performance. 
• Set clear objectives, monitor performance, and provide regular feedback to ensure staff development and effective delivery of responsibilities. 
• Identify capacity gaps and support professional development through coaching, mentoring, and training. 
• Promote teamwork, collaboration, and effective communication within the procurement function and across departments. 

WHO YOU ARE 

• A Detail-Oriented and Systems-Focused Professional: You pay close attention to details and understand what matters most. You are skilled at designing and improving systems and translating strategic priorities into actionable steps. 
• A Results-Oriented Procurement Professional: You are focused on delivering timely, cost-effective, and compliant procurement that supports both programmatic and operational success. 
• A Passionate Advocate for the Mission: Demonstrates commitment to TREES’ mission, applying a community- and farmer-centred approach in all procurement decisions. 
• An Effective Communicator: Communicates clearly and effectively, simplifying procurement processes and requirements for diverse stakeholders. 
• Highly Organised and Accountable: You can manage multiple procurement activities simultaneously while maintaining accurate, complete, and well-organised records. 
• A Proactive Problem Solver: Proactively identifies challenges and implements practical, timely solutions to mitigate procurement risks. 
• A Skilled Negotiator: You engage suppliers professionally and confidently to secure quality goods and services at competitive prices while maintaining positive relationships. 
• A Collaborative Team Player: Works effectively across teams and functions, fostering strong collaboration to align procurement activities with organisational needs. 
• Results Orientation: Delivers timely, cost-effective, and quality procurement outcomes that support program and operational success. 
• Compliance-Driven and Ethical: You uphold the highest standards of integrity, ensuring strict adherence to procurement policies, donor regulations, and ethical standards. 
• An Innovative and Creative Thinker: You approach challenges with creativity and originality, transforming ideas into practical and impactful solutions. You are comfortable thinking outside the box to ensure user-friendly procurement practices. 

 QUALIFICATIONS AND EXPERIENCE 

• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or a related field from a recognised institution. 
• Professional certification in procurement or supply chain management (e.g., CPSP, CIPS) is an added advantage. 
• 4–6 years of progressively responsible experience in procurement and supply chain management. 
• 2–3 years of experience working with an international NGO or donor-funded projects (preferred). 
• Demonstrated experience managing competitive procurement processes, including tendering processes and supplier contracts. 
• Strong knowledge of procurement regulations, donor compliance requirements, and ethical sourcing practices. 
• Excellent organisational, negotiation, and analytical skills. 
• Fluency in English and Kiswahili, both in written and spoken. 
• Proficiency in Microsoft Office applications (especially Excel) and procurement systems. 
• Ability to work collaboratively in a team-oriented environment. 
• Strong organisational and planning skills with attention to detail. 
• High level of integrity. 
• Ability to manage competing priorities. 

• Plan, coordinate, and implement procurement activities in line with approved procurement plans and organisational policies.
• Manage end-to-end procurement processes, including requisitions, sourcing, tendering, evaluation, contracting, and delivery follow-up.
• Ensure all procurement activities comply with organisational, donor, and regulatory requirements.
• Develop, maintain, and regularly update supplier databases and framework agreements to ensure cost-effectiveness and quality.
• Coordinate tendering processes, including preparation of bidding documents, bid evaluations, and contract awards.
• Negotiate pricing, delivery schedules, and contract terms to achieve value for money.
• Collaborate with program and operations teams to align procurement planning with project timelines and budgets.
• Review and verify procurement documentation to ensure completeness, accuracy, and compliance.
• Monitor supplier performance and address procurement-related issues in a timely manner.
• Ensure timely delivery of goods and services and follow up on delayed or incomplete orders.
• Maintain accurate, organised procurement records and filing systems.
• Provide guidance and support to staff on procurement procedures and best practices.
• Identify procurement risks and propose mitigation measures to ensure continuity of operations.
• Support inventory and asset management processes in coordination with finance, administration, and logistics teams.
• Contribute to budget planning by providing procurement cost estimates and market analysis.
• Ensure ethical procurement practices and transparency throughout all processes.
• Support internal and external audits by providing required documentation and responding to audit queries.
• Continuously review and improve procurement processes to enhance efficiency and reduce costs.