Procurement and Operations Coordinator job at CARE

About CARE

CARE International is a global leader within a worldwide movement dedicated to ending poverty. CARE works around the globe to save lives, defeat poverty, and achieve social justice. We put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE has been working in Uganda since 1969 and works across all the regions of the country, delivering lifesaving and gender-transformative humanitarian, development, and nexus programs. We are committed to working with government, the private sector, and local civil society, especially women-led and women's rights organizations, and to being funded by a diverse range of donors.

Job Summary

The Procurement and Operations Coordinator deliver CARE Uganda's procurement function together with the day-to-day operations and office administration that keep the Country Office running - within a single, balanced post. On the procurement side, the role runs everyday sourcing and framework-agreement call-offs, consultancy and complex procurements, compliance, supplier management, and supply-chain performance, ensuring full compliance with CARE, donor, and government regulations.

In equal measure, the role coordinates operations and shared services - fleet, transport and travel logistics, Impact Alliance Uganda shared infrastructure, and AI-enabled booking systems - and safeguards the essential administrative services that underpin all of CARE Uganda's work: office and facilities management, landlord and lease management, asset and stores management, institutional insurance, records, the Finance interface for disbursement and payment requests and petty cash, airtime and communications, and the supervision and development of the support team (drivers, office assistants, and cleaners). The post is deliberately weighted so that no single function dominates procurement, operations, and administration/coordination each carry substantial and clearly defined responsibility. The holder balances fiduciary control with reliable operational service delivery and is expected to champion technology-enabled efficiency across every part of the role.

Background and Rationale for the Merged Role

This post combines CARE Uganda's procurement responsibilities with the operational and administrative coordination previously handled by the Administration Coordinator. The merge is designed to consolidate a single, efficient point of accountability for procurement and operations without losing the recurring day-to-day services the office depends on. To protect that balance, workload has been weighted across three roughly equal pillars - procurement, operations, and administration/coordination - with procurement deliberately held at no more than 50% of the role. The specific administrative tasks retained from the Administration Coordinator JD (for example, landlord/lease management, airtime and communications, disbursement and petty cash handling, asset control, and supervision of the support team) are flagged in the margin comments to ensure they are explicitly preserved in future revisions.

Key Responsibilities and Tasks

1. Procurement - framework agreements & operational sourcing (20%)

• Execute and manage framework-agreement (FWA) call-offs for the high-volume, lower-complexity transactions that make up the bulk of procurement activity, ensuring value for money and adherence to agreed terms.
• Develop and maintain annual procurement plans with program teams; review and update quarterly to maximize value and economies of scale.
• Identify and develop sourcing strategies, including mapping and due diligence of local suppliers; maintain an effective, up-to-date roster of qualified suppliers.
• Conduct market surveys and periodic spend analysis to keep costs aligned to market conditions and to inform sourcing and proposal development.

2. Procurement - consultancies, complex procurement, compliance & supply-chain KPIs (20%)

• Lead higher-complexity, non-framework procurements (consultancies, works, and unique requirements) end-to-end - solicitation, evaluation, negotiation, and contracting.
• Ensure procurement committees are properly constituted and that decisions are consistently and transparently documented.
• Ensure full compliance of all procurement activity with CARE, donor, and government rules, regulations, and policies; maintain effective internal controls and segregation of duties.
• Track implementation of audit recommendations and corrective-action plans; ensure procurement files are complete, accurately supported, and properly maintained.
• Implement, track, and report supply-chain Key Performance Indicators, engaging stakeholders to review performance and take remedial action.
• Support partners and grant teams on prudent procurement practices and applicable donor regulations.

3. Fleet, transport & travel logistics (10%)

• Oversee the vehicle fleet - maintenance scheduling, registration and insurance, driver coordination, fuel management, and transport-policy compliance - for safe, reliable, and cost-effective program support.
• Coordinate staff and visitor travel administration - bookings, accommodation, visas, and work permits - including complex multi-organizational field travel, shared transport schedules, and security clearances.
• Ensure end-to-end handling of commodities and inventory, with hand-over to programs where required and accurate supporting documentation.

4. Shared services, Impact Alliance coordination & AI-enabled booking (10%)

• Serve as CARE Uganda's primary interface for Impact Alliance Uganda shared-infrastructure initiatives; participate in coordination meetings, implement agreed arrangements, and troubleshoot multi-organizational operational issues.
• Oversee shared compound, facilities, security, and utilities across Alliance partners, ensuring equitable cost allocation, service quality, and conflict mediation.
• Manage and champion AI-powered booking systems for shared resources (vehicles, meeting rooms, field accommodation, equipment); train staff, monitor utilization, and demonstrate efficiency gains to build adoption.

5. Office & facilities administration, landlord/lease & asset management (10%)

• Oversee the day-to-day administration of CARE Uganda's office premises, ensuring a safe, functional, professional, and well-run working environment.
• Manage landlord and lease relationships - negotiation of tenancy agreements, timely rent/lease payments, and renewals.
• Manage utilities and service contracts (security, cleaning, internet, generator) and staff airtime / mobile-phone credit and telephone/communications services.
• Maintain the fixed-asset and inventory register - tagging, periodic physical verification, safe custody, and disposal in line with CARE and donor rules; manage office supplies, stores, stock control, and timely replenishment of consumables.
• Coordinate institutional insurance for assets, vehicles, buildings, and applicable staff cover; maintain orderly records and information-management systems.

6. Finance interface (disbursements & payments) & team supervision (10%)

• Serve as the operational interface with Finance - prepare, submit, and follow up on disbursement requests, payment requests, petty-cash management, and invoice processing.
• Directly supervise, schedule, and appraise the support team (drivers, office assistants, and cleaners), including annual operating plans and performance appraisals, and support their performance, wellbeing, and development.
• Provide leadership, guidance, mentoring, and training opportunities, and maintain a positive, participatory, information-sharing team environment.

7. SMT support, oversight of the AI assistant & other duties (5%)

• Provide light-touch operational support to the SMT and act as the human point of oversight for the 'Imara' AI assistant - reviewing outputs for accuracy, handling exceptions, and maintaining a fallback when the assistant is unavailable; ensure accountability for substantive decisions remains with the SMT and relevant staff, safeguarding quality, confidentiality, and appropriate human-in-the-loop control.
• Contribute to knowledge networks, training materials, and documentation of best practice; step in and cover for peers, and perform other duties as reasonably assigned.

8. Gender equality, diversity & safeguarding (5%) - all the time

• As a CARE ambassador, uphold CARE's core values and code of conduct, and promote gender equity and diversity across procurement and operations, including in supplier and staff engagement.
• Ensure adherence by supervisees and service providers to CARE Safeguarding policies - Protection from Sexual Harassment, Exploitation and Abuse, Child Safeguarding, and the anti-discrimination and harassment policy - and that they can recognize and report breaches.

Qualifications, Experience, Skills & Knowledge

Education

• Bachelor's degree in Procurement / Supply Chain Management, Logistics, Business Administration, Office / Operations Management, or a related field.
• A professional procurement qualification (CIPS part-qualification or equivalent) is an added advantage.
• A professional Administrator's certification Course is an added advantage

Experience

• At least 6 years' combined experience spanning procurement and operations / administrative coordination, preferably within international development organizations, including exposure to both local and donor-funded procurement. A substantial proportion of this should be in a procurement or supply-chain role.
• Demonstrated experience with framework agreements and procurement compliance, and with multi-organizational coordination, shared services, or collaborative initiatives, is highly desirable.
• Demonstrated comfort with technology adoption and change management, including AI-enabled or digital operational tools.
• Demonstrated supervisory or line-management experience, including managing and developing support or operations staff (e.g., drivers, office assistants, and cleaners).
• Practical experience in office and facilities administration and in fleet/transport management, together with budget management and cost control.

Skills & Core Competencies

• Sound knowledge of procurement principles, donor regulations, and statutory requirements, with the judgment to maintain controls even at reduced transaction volumes.
• Strong organizational, multitasking, and prioritization skills, with the ability to balance fiduciary procurement work against operational service-delivery peaks.
• Ability to work effectively across organizational boundaries; excellent interpersonal, negotiation, and communication skills (written and verbal).
• Proficiency with procurement and office-management software and a user-oriented approach to implementing new systems.
• Sound judgment in handling confidential and sensitive information; problem-solving orientation and a diplomatic approach to competing priorities and organizational cultures.
• Sound people-management and team-leadership skills, with the ability to motivate, supervise, and develop a small support team.
• Firm belief in teamwork, gender equity, transparent and participatory approaches, and sustainable development; fluency in written and spoken English; strong customer focus, internal and external.

• Execute and manage framework-agreement (FWA) call-offs for the high-volume, lower-complexity transactions that make up the bulk of procurement activity, ensuring value for money and adherence to agreed terms.
• Develop and maintain annual procurement plans with program teams; review and update quarterly to maximize value and economies of scale.
• Identify and develop sourcing strategies, including mapping and due diligence of local suppliers; maintain an effective, up-to-date roster of qualified suppliers.
• Conduct market surveys and periodic spend analysis to keep costs aligned to market conditions and to inform sourcing and proposal development.
• Lead higher-complexity, non-framework procurements (consultancies, works, and unique requirements) end-to-end - solicitation, evaluation, negotiation, and contracting.
• Ensure procurement committees are properly constituted and that decisions are consistently and transparently documented.
• Ensure full compliance of all procurement activity with CARE, donor, and government rules, regulations, and policies; maintain effective internal controls and segregation of duties.
• Track implementation of audit recommendations and corrective-action plans; ensure procurement files are complete, accurately supported, and properly maintained.
• Implement, track, and report supply-chain Key Performance Indicators, engaging stakeholders to review performance and take remedial action.
• Support partners and grant teams on prudent procurement practices and applicable donor regulations.
• Oversee the vehicle fleet - maintenance scheduling, registration and insurance, driver coordination, fuel management, and transport-policy compliance - for safe, reliable, and cost-effective program support.
• Coordinate staff and visitor travel administration - bookings, accommodation, visas, and work permits - including complex multi-organizational field travel, shared transport schedules, and security clearances.
• Ensure end-to-end handling of commodities and inventory, with hand-over to programs where required and accurate supporting documentation.
• Serve as CARE Uganda's primary interface for Impact Alliance Uganda shared-infrastructure initiatives; participate in coordination meetings, implement agreed arrangements, and troubleshoot multi-organizational operational issues.
• Oversee shared compound, facilities, security, and utilities across Alliance partners, ensuring equitable cost allocation, service quality, and conflict mediation.
• Manage and champion AI-powered booking systems for shared resources (vehicles, meeting rooms, field accommodation, equipment); train staff, monitor utilization, and demonstrate efficiency gains to build adoption.
• Oversee the day-to-day administration of CARE Uganda's office premises, ensuring a safe, functional, professional, and well-run working environment.
• Manage landlord and lease relationships - negotiation of tenancy agreements, timely rent/lease payments, and renewals.
• Manage utilities and service contracts (security, cleaning, internet, generator) and staff airtime / mobile-phone credit and telephone/communications services.
• Maintain the fixed-asset and inventory register - tagging, periodic physical verification, safe custody, and disposal in line with CARE and donor rules; manage office supplies, stores, stock control, and timely replenishment of consumables.
• Coordinate institutional insurance for assets, vehicles, buildings, and applicable staff cover; maintain orderly records and information-management systems.
• Serve as the operational interface with Finance - prepare, submit, and follow up on disbursement requests, payment requests, petty-cash management, and invoice processing.
• Directly supervise, schedule, and appraise the support team (drivers, office assistants, and cleaners), including annual operating plans and performance appraisals, and support their performance, wellbeing, and development.
• Provide leadership, guidance, mentoring, and training opportunities, and maintain a positive, participatory, information-sharing team environment.
• Provide light-touch operational support to the SMT and act as the human point of oversight for the 'Imara' AI assistant - reviewing outputs for accuracy, handling exceptions, and maintaining a fallback when the assistant is unavailable; ensure accountability for substantive decisions remains with the SMT and relevant staff, safeguarding quality, confidentiality, and appropriate human-in-the-loop control.
• Contribute to knowledge networks, training materials, and documentation of best practice; step in and cover for peers, and perform other duties as reasonably assigned.
• As a CARE ambassador, uphold CARE's core values and code of conduct, and promote gender equity and diversity across procurement and operations, including in supplier and staff engagement.
• Ensure adherence by supervisees and service providers to CARE Safeguarding policies - Protection from Sexual Harassment, Exploitation and Abuse, Child Safeguarding, and the anti-discrimination and harassment policy - and that they can recognize and report breaches.

• Sound knowledge of procurement principles, donor regulations, and statutory requirements, with the judgment to maintain controls even at reduced transaction volumes.
• Strong organizational, multitasking, and prioritization skills, with the ability to balance fiduciary procurement work against operational service-delivery peaks.
• Ability to work effectively across organizational boundaries; excellent interpersonal, negotiation, and communication skills (written and verbal).
• Proficiency with procurement and office-management software and a user-oriented approach to implementing new systems.
• Sound judgment in handling confidential and sensitive information; problem-solving orientation and a diplomatic approach to competing priorities and organizational cultures.
• Sound people-management and team-leadership skills, with the ability to motivate, supervise, and develop a small support team.
• Firm belief in teamwork, gender equity, transparent and participatory approaches, and sustainable development; fluency in written and spoken English; strong customer focus, internal and external.

• Bachelor's degree in Procurement / Supply Chain Management, Logistics, Business Administration, Office / Operations Management, or a related field.
• A professional procurement qualification (CIPS part-qualification or equivalent) is an added advantage.
• A professional Administrator's certification Course is an added advantage