Facilities Coordinator

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Job TitleDepartment/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.