Position Details

Position Title: Procurement and Logistics Coordinator

Employment Type: Full-time

Duty Station: Addis Ababa, Ethiopia, Swiss Church Aid (HEKS/EPER) Country Office, with frequent travel to project locations across the country

Reports To: Finance and Administration Manager

Supervises: Procurement and Logistics Assistant, Drivers & Logistics Assistant, and other logistics support staff as applicable.

Salary and Benefits: Competitive salary and benefits package in accordance with HEKS/EPER's salary scale and human resources policies.

Working Conditions: The position requires regular interaction with suppliers, contractors, government authorities, partner organizations, and field offices.

This position is open to Ethiopian nationals only.

Background 

Swiss Church Aid (HEKS/EPER) is the relief and development organization of the Protestant Churches of Switzerland, headquartered in Zurich, Switzerland. HEKS/EPER is committed to building a more just, peaceful, and sustainable world by supporting people and communities in overcoming economic, social, and humanitarian challenges. Its work aims to strengthen resilience, promote self-reliance, and enable people to live with dignity, both in Switzerland and internationally.

To achieve this, HEKS/EPER implements programmes in development cooperation, humanitarian assistance, and church cooperation. The organization operates in more than 30 countries, managing around 200 projects worldwide. HEKS/EPER is also a member of the ACT Alliance, a global coalition of churches and faith-based organizations engaged in humanitarian, development, and advocacy work.

In Ethiopia, HEKS/EPER implements integrated humanitarian, development, and peacebuilding programmes. Its humanitarian portfolio focuses on water, sanitation and hygiene (WASH), shelter, protection, food security, and livelihood recovery. Development interventions promote sustainable natural resource management, climate-resilient WASH services, inclusive market systems, and livelihood development, while peacebuilding initiatives strengthen social cohesion and community resilience.

HEKS/EPER works in close collaboration with a broad range of stakeholders, placing particular emphasis on partnerships with national civil society organizations, local communities, and the Government of Ethiopia to ensure locally led, sustainable, and impactful interventions.

Key Responsibilities 

The Procurement and Logistics Coordinator provides strategic and operational leadership for all procurement, logistics, fleet, asset, inventory, and contract management functions of the HEKS/EPER Ethiopia Country Office. The role ensures that procurement and logistics operations support the timely and cost-effective implementation of humanitarian, development, and peacebuilding programmes while complying with HEKS/EPER policies, donor requirements, and national regulations.

Procurement Planning and Management

• Lead the planning, coordination, and implementation of procurement activities for the Country Office and field operations.

• Develop, monitor, and regularly update procurement plans in close collaboration with programme and support teams to ensure timely delivery of goods, works, and services.

• Manage the complete procurement cycle, including market assessments, sourcing, tendering, bid evaluation, supplier selection, contract award, purchase order issuance, delivery follow-up, and contract close-out.

• Review procurement requests to ensure completeness, budget availability, technical specifications, and compliance with HEKS/EPER policies and donor regulations.

• Prepare Expressions of Interest (EOIs), Requests for Quotations (RFQs), Invitations to Tender (ITTs), bid analyses, and procurement documentation.

• Maintain comprehensive procurement tracking systems and ensure that procurement files are complete, accurate, and audit-ready.

• Continuously improve procurement tools, templates, and Standard Operating Procedures (SOPs) to strengthen efficiency and transparency.

Supplier and Contract Management

• Establish, maintain, and regularly update a qualified supplier database through supplier identification, due diligence, evaluation, and performance monitoring.

• Build and maintain effective working relationships with suppliers while promoting fair competition, transparency, and ethical procurement practices.

• Negotiate contracts and framework agreements to achieve value for money and ensure continuity of supply.

• Administer supplier contracts, framework agreements, and service contracts, ensuring compliance with agreed terms and conditions.

• Monitor supplier performance, address contractual issues, and implement corrective actions where required.

• Conduct regular market assessments and price analyses to inform procurement decisions and support cost-effective purchasing.

Logistics, Fleet, Asset, and Inventory Management

• Lead and coordinate logistics operations to ensure the timely transportation, storage, and distribution of programme supplies and equipment.

• Oversee fleet management, including vehicle allocation, movement planning, maintenance scheduling, insurance, registration, licensing, fuel consumption monitoring, and utilization reporting.

• Ensure that all vehicles are operated safely, efficiently, and in accordance with organizational policies and national regulations.

• Manage inventory systems, warehouse operations, asset registers, and stock movement records to ensure accurate tracking and accountability.

• Coordinate periodic inventory counts, physical asset verification, and reconciliation exercises while ensuring proper storage, maintenance, transfer, and disposal of organizational assets.

• Support emergency logistics operations, including procurement during emergencies, importation, customs clearance, and transportation of humanitarian supplies where required.

• Promote continuous improvement of logistics systems and processes to enhance operational efficiency and service delivery.

Compliance, Risk Management, and Digitalization

• Ensure that all procurement and logistics activities comply with HEKS/EPER policies and procedures, donor regulations, national legislation, and applicable procurement standards.

• Strengthen internal control systems by monitoring procurement compliance, identifying risks, and implementing appropriate mitigation measures.

• Ensure procurement processes are conducted with the highest standards of transparency, accountability, fairness, and integrity.

• Promote the use of digital procurement systems, including electronic document management, SharePoint, electronic approvals, and digital contract management.

• Monitor procurement and logistics performance indicators (KPIs) as relevant and recommend improvements to increase efficiency and strengthen compliance.

• Support organizational efforts to streamline procurement and logistics processes through innovation and continuous improvement.

Financial Management and Proposal Support

• Support programme and finance teams in preparing project budgets by providing procurement plans, market assessments, cost estimates, and pricing information.

• Collaborate with finance colleagues to monitor procurement expenditure, budget utilization, forecasts, and project implementation timelines.

• Identify procurement-related budget variances and recommend corrective actions to ensure efficient use of resources.

• Ensure procurement documentation is complete and submitted in a timely manner to facilitate supplier payments and financial reporting.

• Contribute technical input to proposal development by providing realistic procurement schedules, logistics planning, and cost projections.

Audit Support and Partner Capacity Strengthening

• Coordinate procurement and logistics documentation required for internal and external audits, ensuring complete and accurate records.

• Support the implementation of audit recommendations and monitor progress in addressing audit findings related to procurement and logistics.

• Conduct procurement and financial monitoring visits to partner organizations, assessing compliance with HEKS/EPER policies and donor requirements.

• Provide technical guidance and capacity strengthening to partners and field teams on procurement planning, logistics management, inventory control, and compliance.

• Promote best practices in procurement and supply chain management across HEKS/EPER's programme portfolio and partner organizations.

Reporting, Coordination, and People Management

• Prepare timely monthly, quarterly, and annual procurement, logistics, fleet, and compliance reports for management and donors, as required.

• Analyse procurement performance, market developments, logistics operations, and operational risks, providing recommendations to improve efficiency and effectiveness.

• Ensure effective coordination between procurement, finance, administration, programme, logistics, and field teams to support quality programme implementation.

• Supervise, mentor, and support procurement, logistics, transport, and warehouse staff, fostering a collaborative, accountable, and high-performing team culture.

• Build the capacity of staff through coaching, training, and the dissemination of procurement policies, procedures, and best practices.

• Promote a culture of customer service, continuous improvement, accountability, and ethical conduct throughout procurement and logistics operations.

• Perform any other duties assigned by the Finance and Administration Manager that are consistent with the responsibilities of the position.