Facilities Coordinator

Job Title:

Facilities Coordinator

Department/Group:

Operations

Reporting To:

Operations Manager

Years of Experience

5+ Years

Location:

Kampala

Travel Required:

70%

Job description

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

Procurement

• Coordinate the procurement of goods, services, works, and other requirements in accordance with approved budgets and RTV procurement policies and procedures.
• Receive and review purchase requests from departments and field teams and ensure that requests are properly authorized and budgeted.
• Prepare and issue requests for quotations, requests for proposals, purchase orders, and other procurement documents as required.
• Identify, prequalify, and maintain an up-to-date database of reliable suppliers and service providers.
• Obtain and evaluate quotations and proposals in accordance with established procurement thresholds and procedures.
• Conduct price and market research to ensure competitiveness and value for money.
• Coordinate procurement evaluation processes and ensure appropriate documentation of procurement decisions.
• Prepare procurement recommendations and submit them for the required approvals.
• Issue purchase orders and coordinate with suppliers to ensure timely delivery of goods and services.
• Follow up on outstanding orders and resolve procurement-related delays and issues.
• Ensure that procured goods and services meet the required specifications, quality standards, quantities, and delivery timelines.
• Maintain complete and accurate procurement files and records, both physical and electronic.
• Monitor supplier performance and maintain records of supplier evaluations.
• Support contract management and ensure that supplier contracts and agreements are properly maintained and monitored.
• Ensure segregation of duties and compliance with procurement controls.
• Identify procurement risks and recommend appropriate mitigation measures.
• Support audits by ensuring procurement documentation is complete, accurate, and readily accessible.

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).
• Coordinate the movement of goods, equipment, supplies, and personnel as required for RTV operations and field activities.
• Develop and maintain efficient logistics systems to support program implementation.
• Coordinate transportation, deliveries, dispatches, and collection of goods and equipment.
• Ensure that logistics activities are properly planned and cost-effective.
• Coordinate field deployments, workshops, meetings, trainings, and other organizational events from a logistics perspective.
• Ensure timely delivery of supplies and materials to field locations.
• Maintain accurate logistics records, including dispatch notes, delivery notes, waybills, and other relevant documentation.
• Coordinate with program teams to anticipate logistics requirements and avoid disruptions to activities.
• Monitor logistics costs and identify opportunities for efficiency and cost savings.

Logistics Management

• Coordinate the movement of goods, equipment, supplies, and personnel as required for RTV operations and field activities.
• Develop and maintain efficient logistics systems to support program implementation.
• Coordinate transportation, deliveries, dispatches, and collection of goods and equipment.
• Ensure that logistics activities are properly planned and cost-effective.
• Coordinate field deployments, workshops, meetings, trainings, and other organizational events from a logistics perspective.
• Ensure timely delivery of supplies and materials to field locations.
• Maintain accurate logistics records, including dispatch notes, delivery notes, waybills, and other relevant documentation.
• Coordinate with program teams to anticipate logistics requirements and avoid disruptions to activities.
• Monitor logistics costs and identify opportunities for efficiency and cost savings.

Warehouse and Inventory Management

• Manage and maintain RTV warehouses and storage facilities in a safe, secure, organized, and efficient manner.
• Receive, inspect, record, store, and issue goods and supplies in accordance with established procedures.
• Maintain accurate stock records and inventory registers.
• Ensure appropriate storage conditions and proper arrangement of goods.
• Apply appropriate stock management principles, including FIFO/FEFO where applicable.
• Conduct regular physical stock counts and reconcile physical stock with inventory records.
• Investigate and report discrepancies, losses, damages, or expired items.
• Maintain proper documentation for all receipts and issues of stock.
• Monitor stock levels and initiate replenishment requests when required.
• Ensure adequate security and restricted access to warehouses.
• Maintain cleanliness, safety, and appropriate occupational health and safety standards within storage facilities.
• Prepare regular warehouse and inventory reports.
• Support the disposal of obsolete, damaged, or surplus items in accordance with RTV policies.

Asset Management

• Maintain an accurate and up-to-date register of RTV assets and equipment.
• Ensure all newly acquired assets are properly recorded, tagged, and assigned to responsible staff or locations.
• Maintain asset movement, transfer, handover, and disposal records.
• Coordinate periodic physical verification of organizational assets.
• Investigate and report missing, damaged, lost, or misused assets.
• Ensure staff sign appropriate asset handover and accountability forms.
• Monitor the condition, utilization, and location of organizational assets.
• Coordinate repair and maintenance of assets and equipment.
• Support asset disposal processes in accordance with RTV policies and donor requirements where applicable.
• Provide regular asset reports to management and support internal and external audits.

Fleet Management

• Coordinate the effective and efficient management of RTV vehicles and other fleet resources.
• Maintain an up-to-date fleet register and vehicle documentation.
• Ensure vehicles have valid insurance, licenses, inspection certificates, and other required documentation.
• Develop and maintain vehicle servicing and preventive maintenance schedules.
• Coordinate vehicle repairs, servicing, and maintenance and monitor related costs.
• Maintain accurate vehicle logbooks and fuel records.
• Monitor fuel consumption and investigate significant variances or unusual usage.
• Coordinate vehicle allocation and scheduling based on operational priorities.
• Ensure that drivers comply with organizational vehicle policies and applicable road safety requirements.
• Monitor vehicle condition and ensure that vehicles are safe and fit for use.
• Coordinate accident reporting, insurance claims, and follow-up where necessary.
• Monitor driver performance and compliance with RTV fleet procedures.
• Ensure vehicles are properly parked, secured, and maintained when not in use.
• Prepare regular fleet utilization and maintenance reports.

Facilities Management

• Coordinate the maintenance and effective functioning of RTV offices, field facilities, and other organizational premises.
• Ensure offices and facilities have adequate utilities, furniture, equipment, security, sanitation, and other essential services.
• Coordinate repairs, maintenance, cleaning, pest control, waste management, and other facility-related services.
• Monitor service providers and contractors to ensure quality and timely delivery of services.
• Maintain records of facility maintenance and service contracts.
• Support office relocations, renovations, expansions, and setup of new offices or field facilities.
• Ensure facilities comply with applicable health, safety, security, and environmental standards.
• Identify facility-related risks and recommend corrective actions.
• Monitor facility-related expenditures against approved budgets.

Office Management and Administration

• Coordinate the day-to-day operational requirements of the RTV office.
• Ensure availability of office supplies, stationery, equipment, and other administrative requirements.
• Maintain appropriate levels of office consumables and initiate replenishment when required.
• Coordinate office service providers, including cleaning, security, utilities, internet, maintenance, and other services.
• Support the organization and logistics of meetings, workshops, trainings, and official events.
• Maintain appropriate administrative records and documentation.
• Ensure effective use and maintenance of office equipment and facilities.
• Support visitors and coordinate general office logistical arrangements.
• Promote an organized, professional, safe, and efficient working environment.

Budget and Financial Management

• Ensure procurement and logistics activities are undertaken within approved budgets.
• Work closely with the Finance team to verify budget availability before committing organizational resources.
• Monitor procurement, logistics, fleet, facilities, warehouse, and office management expenditures.
• Support budget preparation and forecasting for procurement and logistics activities.
• Identify cost-saving opportunities while maintaining quality and operational effectiveness.
• Ensure all procurement and logistics transactions are properly supported with required documentation.
• Support timely reconciliation of advances, procurement payments, and other operational transactions.
• Ensure appropriate controls are in place to minimize financial and operational risks.

Compliance, Risk Management and Internal Controls

• Ensure compliance with RTV policies, procedures, delegated authorities, and applicable laws and regulations.
• Ensure procurement and logistics processes meet donor requirements where applicable.
• Maintain proper segregation of duties and approval controls.
• Identify operational, procurement, supply chain, fleet, asset, and facility risks and recommend mitigation measures.
• Ensure confidentiality, integrity, and proper safeguarding of procurement and organizational information.
• Support internal and external audits by providing accurate documentation and records.
• Follow up on audit findings relating to procurement, logistics, assets, fleet, and facilities.
• Promote transparency, accountability, fairness, and ethical conduct in all procurement and logistics activities.
• Immediately report suspected fraud, corruption, conflicts of interest, theft, or misuse of organizational resources through appropriate channels.

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.

Professional Experience

The successful candidate should demonstrate experience in:

• Procurement planning and execution.
• Supplier sourcing and management.
• Competitive quotation and bid processes.
• Contract and purchase order management.
• Inventory and warehouse management.
• Asset tracking and verification.
• Fleet administration and vehicle maintenance.
• Facilities and office management.
• Budget monitoring and cost control.
• Procurement and logistics record keeping.
• Compliance and audit support.

Knowledge and Skills

• Strong knowledge of procurement and supply chain principles and practices.
• Good understanding of procurement policies, procedures, controls, and ethical standards.
• Strong knowledge of inventory and warehouse management.
• Knowledge of fleet and asset management systems.
• Good understanding of budgeting and financial controls.
• Strong contract and supplier management skills.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience using procurement, inventory, ERP, or asset management systems is an advantage.
• Strong analytical and reporting skills.
• Good understanding of risk management and internal controls.

Core Competencies

• Integrity and accountability.
• Strong organizational and planning skills.
• Attention to detail and accuracy.
• Strong negotiation and communication skills.
• Problem-solving and decision-making ability.
• Ability to work under pressure and meet deadlines.
• Ability to prioritize multiple competing requirements.
• Strong interpersonal and relationship-management skills.
• Ability to work independently with minimum supervision.
• Teamwork and collaboration.
• Flexibility and adaptability.
• Commitment to organizational values and development work.

We encourage women, people with disabilities and minority groups to apply for this position. RTV is committed to equal opportunities and diversity of perspective at the workplace. 

Disclaimer: Raising the Village DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process.