Procurement and Field Logistics Manager job at ThinkWell

The Procurement and Field Logistics Manager is responsible for leading procurement and field logistics for the Uganda activity. The role ensures that goods, services and logistical support are planned and delivered efficiently, competitively, transparently and in compliance with ThinkWell policies, applicable U.S. Government requirements and Ugandan laws. The Manager works closely with the Finance & Administration Director and program teams to ensure that procurement and logistics enable timely and effective implementation.

This is a full-time position based in ThinkWell’s office in Kampala, Uganda.

WHAT YOU’LL DO

Procurement planning and management

• Develop and maintain the annual procurement plan in alignment with approved work plans, budgets, field operations and verification schedules.
• Lead procurement processes from requisition and solicitation through bid evaluation, vendor selection, contracting, purchase orders and close-out, in accordance with applicable policies and approval thresholds.
• Promote fair, competitive, transparent and value-for-money procurement, maintaining appropriate segregation of duties and internal controls.
• Establish and maintain a pool of prequalified vendors and service providers, and maintain accurate vendor records.
• Monitor vendor and contract performance to ensure quality, timely delivery, value for money and compliance with contractual terms.
• Coordinate with Finance, technical teams, the Chief of Party/Country Manager and relevant global teams to forecast procurement needs and address potential delays.
• Maintain complete, accurate and audit-ready procurement files, and support the resolution of procurement-related audit and compliance findings.

Field logistics and travel coordination

• Coordinate logistical arrangements for field activities, including risk assessments, verification exercises, workshops, meetings and other program events.
• Coordinate transport, accommodation, travel itineraries and other logistical requirements for domestic and international travel, in line with approved plans and policies.
• Coordinate the availability and timely delivery of equipment, supplies and services required by field teams.
• Coordinate vehicle scheduling, utilization, servicing and other transport-related logistics in collaboration with the relevant office support staff.
• Anticipate field logistical requirements and work with program teams to resolve operational constraints.

Asset, inventory and equipment management

• Maintain an accurate asset and inventory register, including asset identification, assignment, movement and condition.
• Coordinate periodic physical verification of assets and inventory, and follow up on discrepancies.
• Coordinate asset maintenance, insurance and approved disposal processes, ensuring appropriate documentation and approvals.
• Monitor stock levels and arrange timely replenishment of supplies in accordance with approved procurement procedures.

Procurement budget monitoring and coordination

• Track procurement commitments and planned purchases against approved budgets and procurement plans.
• Provide timely procurement pipeline, commitment and expenditure information to the Finance team to support budget-versus-actual analysis and cash-flow planning.
• Flag anticipated cost pressures, variances and procurement risks to the Finance & Administration Director and relevant program leads.
• Provide procurement inputs for work planning, budget preparation, proposal development and budget realignments when requested.

Policies, compliance and continuous improvement

• Apply ThinkWell’s global policies, donor requirements and relevant Ugandan laws and regulations to procurement and logistics activities.
• Contribute to the development and updating of country office procurement, logistics, asset and administrative procedures.
• Support internal reviews, external audits and donor assessments by providing complete documentation and timely responses.
• Identify opportunities to improve procurement lead times, vendor performance, logistical efficiency and value for money.

WE ARE

ThinkWell’s core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission:

• Think big
• Influence the conversation
• Empower others
• Be exceptional
• Always question
• Relate authentically
• Evolve by learning

YOU ARE

• An entrepreneurial, results-oriented ‘do-er’ with a willingness to take initiative, think big and challenge conventional wisdom.
• A change maker who reaches independent judgement with an open mind, influences the conversation and seeks innovation.
• Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and learn from mistakes.
• A collaborative colleague who engages constructively with people from different cultures, orientations and perspectives.
• Motivated by a growth mindset and the pursuit of knowledge, experience and self-improvement.
• Authentic, honest, direct, self-aware and open to giving and receiving feedback.

Requirements

• A bachelor’s degree in procurement and supply chain management, logistics, business administration, finance, or another relevant field. A relevant master’s degree is an advantage.
• At least seven years of relevant professional experience in procurement, logistics, operations or supply-chain management, preferably in an NGO, donor-funded program, consulting firm or development organization.
• Demonstrated experience managing competitive procurement processes, vendor relationships, contracts and procurement documentation.
• Experience coordinating field logistics, travel, transport, events and asset or inventory management.
• Working knowledge of donor-funded procurement requirements, internal controls and segregation of duties; experience with U.S. Government-funded awards is an advantage.
• Understanding of Uganda’s procurement practices, business environment and applicable legal and regulatory requirements.
• Strong planning, negotiation, analytical, numerical and problem-solving skills, with the ability to manage competing priorities.
• Proficiency in Microsoft Office applications, particularly Excel, and familiarity with procurement, inventory or enterprise systems.
• Demonstrated ability to work collaboratively with technical, finance and operations teams and engage professionally with suppliers and external stakeholders.
• Full professional fluency in English and excellent written and verbal communication skills.

Benefits

• A bachelor’s degree in procurement and supply chain management, logistics, business administration, finance, or another relevant field. A relevant master’s degree is an advantage.
• At least seven years of relevant professional experience in procurement, logistics, operations or supply-chain management, preferably in an NGO, donor-funded program, consulting firm or development organization.
• Demonstrated experience managing competitive procurement processes, vendor relationships, contracts and procurement documentation.
• Experience coordinating field logistics, travel, transport, events and asset or inventory management.
• Working knowledge of donor-funded procurement requirements, internal controls and segregation of duties; experience with U.S. Government-funded awards is an advantage.
• Understanding of Uganda’s procurement practices, business environment and applicable legal and regulatory requirements.
• Strong planning, negotiation, analytical, numerical and problem-solving skills, with the ability to manage competing priorities.
• Proficiency in Microsoft Office applications, particularly Excel, and familiarity with procurement, inventory or enterprise systems.
• Demonstrated ability to work collaboratively with technical, finance and operations teams and engage professionally with suppliers and external stakeholders.
• Full professional fluency in English and excellent written and verbal communication skills.

• Develop and maintain the annual procurement plan in alignment with approved work plans, budgets, field operations and verification schedules.
• Lead procurement processes from requisition and solicitation through bid evaluation, vendor selection, contracting, purchase orders and close-out.
• Promote fair, competitive, transparent and value-for-money procurement, maintaining appropriate segregation of duties and internal controls.
• Establish and maintain a pool of prequalified vendors and service providers, and maintain accurate vendor records.
• Monitor vendor and contract performance to ensure quality, timely delivery, value for money and compliance with contractual terms.
• Coordinate procurement needs with Finance, technical teams, the Chief of Party/Country Manager and relevant global teams.
• Maintain complete, accurate and audit-ready procurement files, and support the resolution of procurement-related audit and compliance findings.
• Coordinate logistical arrangements for field activities, transport, accommodation, travel itineraries, events and equipment delivery.
• Coordinate vehicle scheduling, utilization, servicing and other transport-related logistics.
• Maintain asset and inventory registers; coordinate physical verification, maintenance, insurance and approved disposal.
• Monitor stock levels and arrange timely replenishment of supplies.
• Track procurement commitments and planned purchases against approved budgets and procurement plans; provide pipeline, commitment and expenditure information.
• Flag anticipated cost pressures, variances and procurement risks and provide procurement inputs for planning, budgets, proposals and budget realignments.
• Apply ThinkWell’s global policies, donor requirements and relevant Ugandan laws and regulations.
• Support internal reviews, external audits and donor assessments, and identify opportunities to improve procurement and logistics efficiency.

• Competitive procurement and vendor relationship management
• Contract management and procurement documentation
• Field logistics, travel, transport and event coordination
• Asset, inventory and equipment management
• Budget monitoring and procurement pipeline tracking
• Donor-funded procurement compliance and internal controls
• Planning, negotiation, analytical, numerical and problem-solving skills
• Microsoft Office proficiency, particularly Excel
• Familiarity with procurement, inventory or enterprise systems
• Collaboration and professional stakeholder engagement
• English written and verbal communication

• At least seven years of relevant professional experience in procurement, logistics, operations or supply-chain management.
• Demonstrated experience managing competitive procurement processes, vendor relationships, contracts and procurement documentation.
• Experience coordinating field logistics, travel, transport, events and asset or inventory management.
• Working knowledge of donor-funded procurement requirements, internal controls and segregation of duties.
• Understanding of Uganda’s procurement practices, business environment and applicable legal and regulatory requirements.
• Full professional fluency in English and excellent written and verbal communication skills.