Procurement Coordinator - Kampala job at Raising The Village

Department/Group: Operations
Reporting To: Operations Manager
Years of Experience 3 Years
Location: Kampala
Travel Required: Up to 40%

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

Job Summary

The Procurement Coordinator plays an important role within RTV. He/she is responsible for all Procurement activities for Raising The Village which includes; acquisition of goods and services within the budget.

Key Role and Responsibilities:

Procurement

• Ensure that all RTV procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the timeframes stipulated in the policy and programs department work plans.
• Ensure quick, efficient and supportive services for projects are provided with communication/feedback regarding difficulties and concerns.
• Prepare, maintain and file all documents related to Procurement for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Oversee and optimize the use of procurement systems/ERP platforms for tracking, reporting, and documentation.
• Ensure data integrity and accuracy in procurement databases.
• Prepare Monthly, quarterly and annual procurement performance reports.
• Develop and track Key Performance Indicators (KPIs) for procurement (lead time, supplier performance, compliance rate).
• Ensure that procured goods are received, registered and dispatched in an efficient and accountable manner.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of Procurement related practices.
• Identify, assess, and mitigate procurement risks (fraud, supply chain disruptions, vendor reliability issues).
• Ensure compliance with donor regulations and external audit requirements where applicable.
• In line with the program's procurement requests, prepare a consolidated program procurement plan based on the project design.
• Build and maintain strategic relationships with key suppliers to ensure reliability and preferential terms.
• Facilitate supplier review meetings and continuous improvement discussions.
• Negotiate pricing and supply contracts for better deals.
• Maintain an updated price list / catalogs of all operational and frequently procured items.
• Adhere and implement Procurement policies and procedures in accordance with RTV standards.
• Provide field-level procurement support during project implementation where necessary.
• Act as the primary liaison between procurement and program teams, ensuring alignment of priorities.
• Participate in project planning meetings to anticipate procurement needs early.
• Develop and deliver procurement training sessions for staff and project teams.
• Mentor junior procurement staff and support their professional development.
• Suggest updates to the Procurement policies, procedures and SOPs based on best practices as might be required.
• Supervision and leading the procurement officers and assistants
• Identifying cost drivers, innovating and creativity actions on how to be more cost efficient
• Optimization of procurement resources including staff and resources

Strategic & Planning Functions

• Develop and implement long-term procurement strategies aligned with organizational goals and donor requirements.
• Conduct market analysis and supplier mapping to identify new sourcing opportunities and reduce dependency on limited vendors.
• Lead cost-saving initiatives and track procurement efficiency metrics (e.g., savings achieved, cost avoidance).

Required Qualifications: Technical skills

• Solid knowledge and understanding of Procurement procedures, policies, and systems; Proficient computer skills, including Microsoft Office suites;
• Ability to establish and administer contracts; Excellent English verbal and written communication skills;
• Ability to multitask, prioritize, and manage time efficiently;
• Ability to build relationships and work effectively within teams; Strong negotiation and organization skills;
• Ability to multi task, work in fast paced environments and meet competing deadlines Ability to travel 40% of the time to RTV field operations.

Education and experience:

• Bachelor’s degree in Procurement/Business Administration or related field.
• A minimum of 3 years’ experience in Procurement and Supply Chain Management.
• Should have a clear understanding of procurement ethics.

 

• Ensure that all RTV procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the timeframes stipulated in the policy and programs department work plans.
• Ensure quick, efficient and supportive services for projects are provided with communication/feedback regarding difficulties and concerns.
• Prepare, maintain and file all documents related to Procurement for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Oversee and optimize the use of procurement systems/ERP platforms for tracking, reporting, and documentation.
• Ensure data integrity and accuracy in procurement databases.
• Prepare Monthly, quarterly and annual procurement performance reports.
• Develop and track Key Performance Indicators (KPIs) for procurement (lead time, supplier performance, compliance rate).
• Ensure that procured goods are received, registered and dispatched in an efficient and accountable manner.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of Procurement related practices.
• Identify, assess, and mitigate procurement risks (fraud, supply chain disruptions, vendor reliability issues).
• Ensure compliance with donor regulations and external audit requirements where applicable.
• In line with the program's procurement requests, prepare a consolidated program procurement plan based on the project design.
• Build and maintain strategic relationships with key suppliers to ensure reliability and preferential terms.
• Facilitate supplier review meetings and continuous improvement discussions.
• Negotiate pricing and supply contracts for better deals.
• Maintain an updated price list / catalogs of all operational and frequently procured items.
• Adhere and implement Procurement policies and procedures in accordance with RTV standards.
• Provide field-level procurement support during project implementation where necessary.
• Act as the primary liaison between procurement and program teams, ensuring alignment of priorities.
• Participate in project planning meetings to anticipate procurement needs early.
• Develop and deliver procurement training sessions for staff and project teams.
• Mentor junior procurement staff and support their professional development.
• Suggest updates to the Procurement policies, procedures and SOPs based on best practices as might be required.
• Supervision and leading the procurement officers and assistants
• Identifying cost drivers, innovating and creativity actions on how to be more cost efficient
• Optimization of procurement resources including staff and resources
• Develop and implement long-term procurement strategies aligned with organizational goals and donor requirements.
• Conduct market analysis and supplier mapping to identify new sourcing opportunities and reduce dependency on limited vendors.
• Lead cost-saving initiatives and track procurement efficiency metrics (e.g., savings achieved, cost avoidance).

• Solid knowledge and understanding of Procurement procedures, policies, and systems; Proficient computer skills, including Microsoft Office suites;
• Ability to establish and administer contracts; Excellent English verbal and written communication skills;
• Ability to multitask, prioritize, and manage time efficiently;
• Ability to build relationships and work effectively within teams; Strong negotiation and organization skills;
• Ability to multi task, work in fast paced environments and meet competing deadlines Ability to travel 40% of the time to RTV field operations.

• Bachelor’s degree in Procurement/Business Administration or related field.
• A minimum of 3 years’ experience in Procurement and Supply Chain Management.
• Should have a clear understanding of procurement ethics.