Facilities Coordinator job at Raising The Village

Department/Group: Operations
Reporting To: Operations Manager
Years of Experience 5+ Years
Location: Kampala
Travel Required: 70%

About Raising The Village
At Raising The Village (RTV), we are dedicated to eradicating ultra-poverty in Sub-Saharan Africa. As a dynamic, rapidly growing international development organization, we’ve assembled a team of over 350+ passionate individuals in Uganda, Rwanda, DRC and Tanzania, alongside an additional 15+ professionals in North America. Together, we are committed to elevating communities out of ultra-poverty by implementing innovative solutions and leveraging advanced data analytics to drive impact.

To date, our holistic approach has positively impacted over 1,000,000 lives since 2012, and we’re poised to achieve even greater milestones, aiming to assist 1 million individuals annually by 2027. Our growth and success are fueled by the invaluable support of global partners who share our vision of sustainable change. Learn more about our impactful programs at www.raisingthevillage.org

Position Summary
The Procurement and Logistics Coordinator plays a critical role in ensuring that Raising The Village (RTV) has the goods, services, facilities, equipment, and logistical support required to effectively implement its programs and operations. The position is responsible for coordinating and managing procurement, logistics, facilities, asset management, fleet management, office administration, and warehouse operations, while ensuring value for money, compliance with RTV policies and procedures, proper documentation, timely delivery, accountability, and efficient utilization of organizational resources. The coordinator will work closely with program, finance, human resources, and field teams to ensure that procurement and logistics activities are responsive to organizational needs and are conducted within approved budgets and established procedures.

Specific Roles/Responsibilities
Key Responsibilities

A. Procurement and Supplier Management

• Coordinate procurement of goods, services and works in line with approved budgets, organizational policies and procedures.
• Review purchase requests, prepare RFQs/RFPs and purchase orders, obtain quotations and support supplier evaluation and selection.
• Conduct market research, negotiate competitive prices, monitor supplier performance and follow up on deliveries to ensure quality and timely supply.
• Maintain complete procurement records, contracts and supporting documents, while supporting audits and identifying procurement risks.

B. Logistics Management

• Coordinate transportation, deliveries, dispatches and collections of goods, equipment, supplies and personnel.
• Arrange logistics for field activities, staff deployments, meetings and organizational events.
• Monitor delivery schedules, logistics costs and service efficiency, ensuring required supplies reach field teams on time.

C. Warehouse and Inventory Management

• Oversee the receipt, inspection, recording, storage and issuance of stock and supplies.
• Maintain accurate stock registers, conduct periodic stock counts and reconciliations, and apply FIFO/FEFO procedures where applicable.
• Monitor stock levels, arrange replenishment and report discrepancies, losses, damages or expired items. Ensure proper storage, security and disposal of obsolete stock.

D. Asset Management

• Maintain an up-to-date asset register, including asset tagging, allocation, transfers, handovers, maintenance and disposal.
• Conduct asset verification and ensure staff acknowledge responsibility for assigned assets.
• Investigate missing, damaged or misused assets and prepare reports and documentation for accountability and audit purposes.

E. Fleet Management

• Coordinate vehicle allocation, scheduling, servicing, repairs and preventive maintenance.
• Maintain vehicle records, logbooks, fuel records, insurance and other compliance documents.
• Monitor fuel consumption, vehicle condition, driver compliance and road safety.
• Report accidents, coordinate insurance claims and prepare fleet utilization and maintenance reports.

F. Facilities Management

• Ensure offices and other organizational facilities are safe, clean, functional and properly maintained.
• Coordinate repairs, utilities, furniture, equipment, cleaning, pest control, waste management and security services.
• Supervise service providers and maintain maintenance records and related expenditure documentation.
• Support office setup, relocation and renovation activities, while monitoring health, safety, environmental and facility-related risks.

G. Office Administration

• Ensure availability of office supplies, equipment and essential services.
• Coordinate meetings, events, visitors and administrative arrangements.
• Maintain organized records and support a professional, efficient and well-functioning office environment.

H. Budget and Financial Management

• Ensure procurement, logistics, fleet and facilities activities remain within approved budgets.
• Confirm budget availability with Finance before commitments and monitor expenditure against allocations.
• Support budgeting, forecasting, cost-saving initiatives and timely reconciliation of advances, payments and supporting documents.

I. Compliance, Risk and Internal Controls

• Ensure compliance with RTV policies, applicable laws, donor requirements and procurement procedures.
• Maintain accurate records, confidentiality, proper approvals and segregation of duties.
• Identify and report operational, financial, safety and asset-related risks; support audits and implementation of corrective actions.
• Promptly report suspected fraud, corruption, conflicts of interest, theft or misuse of organizational resources.

Qualifications and Experience

Minimum Qualifications

• Bachelor's degree in Procurement and Supply Chain Management, Logistics and Transport Management, Business Administration, Commerce, Finance, Operations Management, or a related field.
• Professional qualification in procurement and/or supply chain management is an added advantage.
• At least 5 years of relevant professional experience in procurement, logistics, administration, supply chain, or operations management.
• 5 years of relevant professional experience in procurement, logistics, administration, supply chain, or operations management.
• Experience working with an NGO, non-profit organization, development organization, or similar institution is highly desirable.
• Demonstrated experience managing procurement processes, suppliers, assets, fleet, facilities, and/or warehouses.

• Coordinate procurement of goods, services and works in line with approved budgets, organizational policies and procedures.
• Review purchase requests, prepare RFQs/RFPs and purchase orders, obtain quotations and support supplier evaluation and selection.
• Conduct market research, negotiate competitive prices, monitor supplier performance and follow up on deliveries to ensure quality and timely supply.
• Maintain complete procurement records, contracts and supporting documents, while supporting audits and identifying procurement risks.
• Coordinate transportation, deliveries, dispatches and collections of goods, equipment, supplies and personnel.
• Arrange logistics for field activities, staff deployments, meetings and organizational events.
• Monitor delivery schedules, logistics costs and service efficiency, ensuring required supplies reach field teams on time.
• Oversee the receipt, inspection, recording, storage and issuance of stock and supplies.
• Maintain accurate stock registers, conduct periodic stock counts and reconciliations, and apply FIFO/FEFO procedures where applicable.
• Monitor stock levels, arrange replenishment and report discrepancies, losses, damages or expired items. Ensure proper storage, security and disposal of obsolete stock.
• Maintain an up-to-date asset register, including asset tagging, allocation, transfers, handovers, maintenance and disposal.
• Conduct asset verification and ensure staff acknowledge responsibility for assigned assets.
• Investigate missing, damaged or misused assets and prepare reports and documentation for accountability and audit purposes.
• Coordinate vehicle allocation, scheduling, servicing, repairs and preventive maintenance.
• Maintain vehicle records, logbooks, fuel records, insurance and other compliance documents.
• Monitor fuel consumption, vehicle condition, driver compliance and road safety.
• Report accidents, coordinate insurance claims and prepare fleet utilization and maintenance reports.
• Ensure offices and other organizational facilities are safe, clean, functional and properly maintained.
• Coordinate repairs, utilities, furniture, equipment, cleaning, pest control, waste management and security services.
• Supervise service providers and maintain maintenance records and related expenditure documentation.
• Support office setup, relocation and renovation activities, while monitoring health, safety, environmental and facility-related risks.
• Ensure availability of office supplies, equipment and essential services.
• Coordinate meetings, events, visitors and administrative arrangements.
• Maintain organized records and support a professional, efficient and well-functioning office environment.
• Ensure procurement, logistics, fleet and facilities activities remain within approved budgets.
• Confirm budget availability with Finance before commitments and monitor expenditure against allocations.
• Support budgeting, forecasting, cost-saving initiatives and timely reconciliation of advances, payments and supporting documents.
• Ensure compliance with RTV policies, applicable laws, donor requirements and procurement procedures.
• Maintain accurate records, confidentiality, proper approvals and segregation of duties.
• Identify and report operational, financial, safety and asset-related risks; support audits and implementation of corrective actions.
• Promptly report suspected fraud, corruption, conflicts of interest, theft or misuse of organizational resources.

• Procurement
• Logistics
• Facilities Management
• Asset Management
• Fleet Management
• Office Administration
• Warehouse Operations
• Budget Management
• Compliance
• Risk Management
• Negotiation
• Supplier Management
• Market Research
• Record Keeping
• Data Analysis

• Bachelor's degree in Procurement and Supply Chain Management, Logistics and Transport Management, Business Administration, Commerce, Finance, Operations Management, or a related field.
• Professional qualification in procurement and/or supply chain management is an added advantage.
• At least 5 years of relevant professional experience in procurement, logistics, administration, supply chain, or operations management.
• Experience working with an NGO, non-profit organization, development organization, or similar institution is highly desirable.
• Demonstrated experience managing procurement processes, suppliers, assets, fleet, facilities, and/or warehouses.