Procurement & Logistics Officer

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child or family is devastated by HIV and AIDS. Join us in our fight for an AIDS-free generation!

How will you fight for an AIDS-free generation? The incumbent's main role will be to facilitate the acquisition, supply, delivery, storage and disposal of goods & services, as well as logistics operations at optimum cost-effective levels in a thoroughly documented, compliant, expeditious and effective manner - and will execute their duties with unyielding integrity.

Key Responsibilities and Accountabilities

1. Process Improvement / Compliance

• Contribute in the design, development, implementation and maintenance of contextualized procurement, purchasing, logistics and distribution operating procedures and guidelines achieving the most cost effective and efficient processes for procurement & logistics in order to attain operational excellence.
• Liaise with other operations departments as well as programs in procurement & logistics execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions.
• Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement & logistics
• Assist in collating and sharing of best practices in procurement & logistics from networks, trainings, workshops and conferences, etc. to ensure a dynamic and relevant procurement & logistics function.
• Expedite deliveries and ensure vendor commitment.

2. Vendor Relationship Management

• Assist in coordinating sourcing strategies and developing - through a full and open process a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base.
• Help manage and maintain a collaborative relationship with vendors at all levels; ensure that EGPAF suppliers for goods and services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner.
• Assist in negotiating with vendors to facilitate EGPAF's compliance with USG regulations on non-payment of VAT, vigorously pursue outstanding VAT exemption claims, reimbursement checks from vendors and maintain a report on the VAT exemption status on a quarterly basis.
• Negotiate with vendors to achieve value for money (VFM) for goods and services.

3. Documentation

• Prepare and submit for review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents.
• Uploading all procurement paperwork into Verian in line with the authority matrix.
• Production and dissemination of procurement tracker.
• Ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents.
• Generate and disseminate complete, accurate and relevant monthly procurement reports on user friendly, standardized templates to support project management decision making.
• Help identify and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost effective solutions to match the growing needs; also assist to manage EGPAF's archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions.
• Assist in Facilitation, development and dissemination of procurement & logistics checklists, templates and other tools - ensuring a standardized implementation across all EGPAF offices.

4. Asset & Supplies Management

• Assist in ensuring availability of supplies by maintaining a comprehensive inventory of supplies (both Office and site support supplies) and conduct periodic/surprise audits of procured supplies as an additional documented internal control measure.
• Assist in coordinating purchase of assets based on assessed needs, systematic tagging, insurance (and related claims processes) annual documented physical verification and disposal at close out per project specific disposal provisions.

5. Fleet Management

• Providing high level fleet management advice including optimal scheduling, documented and analytical reports on vehicle usage logs vis a vis satellite tracking information, fuel consumption reports and master calendar for all vehicles.
• Coordinate vehicle hire services to supplement current fleet needs.

6. Staff Management & Supervision

• Assist in recruitment of procurement and logistics staff and building of department's staff capacity.
• Conduct performance appraisals for logistics staff under his/her supervision and ensure relevant and up to date job descriptions at all times.
• Promote learning and development amongst logistics staff through mutually agreed upon professional development courses/tuition and coaching and generally motivate them to improve performance.
• Lead logistics team under his:her supervision by example in terms of work ethic, skills, knowledge development and integrity.
• Participate in review of Logistics staff documents e.g. TAR, Claim reimbursements, trip reports, etc.

7. Other Responsibilities

• Assist in organizing supplier meetings as and when necessary.
• Updates and shares knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks.
• Support continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations for optimal efficiency.
• Recommend to the Director of Operations any additional procurement & logistics procedures/guidelines for approval and adoption.
• Help in analyzing risk areas in procurement & logistics operations and recommend mitigating solutions
• Participate in preparing vendor prequalification documents and assist in disseminating evaluation results

To be successful, you will have:

Required Qualifications

1. Education & Experience

• Minimum Bachelor's degree in Procurement, Logistics and Transportation, International Trade , in Management or in any related field.
• Minimum three years working in donor funded project accounting (preferably USG funded) at a senior level

2. Knowledge, Skills, and Abilities

• Uncompromising Integrity
• Understanding and experience working with USG funded projects
• Experience with commodity management tracking systems
• Excellent communication and negotiating skills
• Well-developed interpersonal skills
• IT Savvy, including accounting soft wares
• Willingness to travel, support and work in the field offices.

Qualified candidates should submit a CV and cover letter before October 12, 2025, at 5:00 PM (West Africa Time Zone):

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The positions are subject to the availability of donor funding.

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: call collect 770-776-5674), or online (English: www.reportlineweb.com/pedaids; all other languages: https://iwf.tnwgrc.com/pedaids).

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: collect 770-776-5674), or online (www.reportlineweb.com/pedaids).