Procurement Planning and Management
• Develop and maintain a project procurement plan in accordance with the approved workplan and project budget.
• Coordinate procurement activities to ensure timely availability of goods, works, and services required for project implementation.
• Monitor procurement schedules and identify potential delays that may affect project implementation.
• Ensure all procurement activities are conducted in accordance with organizational procurement policies and procedures.
• Coordinate closely with the Project Officer and Project Finance Officer to align procurement activities with project implementation needs and available budgets.
• Maintain an updated procurement tracking system for all procurement actions.
Procurement Processes
• Prepare procurement requests, requests for quotations (RFQs), bid documents, purchase orders, contracts, and other procurement documentation.
• Conduct market assessments and supplier identification exercises.
• Obtain quotations and bids in accordance with approved procurement procedures.
• Support bid evaluation processes and preparation of procurement recommendations.
• Ensure transparency, fairness, and competitiveness throughout procurement processes.
• Verify supplier eligibility and documentation prior to contract award.
• Maintain complete procurement files and records for all procurement transactions.
• Ensure procurement records are available for review, monitoring, and audit purposes.
Management of Suppliers and Service Providers
• Establish and maintain effective working relationships with suppliers, vendors, service providers, and contractors.
• Monitor supplier performance and compliance with contractual obligations.
• Follow up on delivery schedules and contract implementation.
• Resolve procurement-related issues and delays in coordination with management.
• Maintain an updated supplier database.
Logistics and Transportation Management
• Coordinate transportation and delivery of project materials and supplies to provincial, district, and community levels.
• Develop distribution schedules for project materials and equipment.
• Monitor movement of project supplies and ensure timely delivery to project sites.
• Coordinate transportation arrangements for training events, monitoring visits, and project activities when required.
• Ensure proper documentation of all deliveries and movements of project supplies.
Warehouse and Inventory Management
• Establish and maintain inventory management systems for project assets and supplies.
• Maintain accurate records of stock received, stored, distributed, and remaining in stock.
• Conduct regular inventory counts and stock reconciliations.
• Monitor stock levels and initiate replenishment actions when required.
• Ensure proper storage conditions for project materials and equipment.
• Prevent loss, damage, misuse, or unauthorized use of project assets and supplies.
• Maintain updated asset registers and inventory records.
Distribution of Project Materials
• Coordinate the procurement, packaging, transportation, and distribution of:
o Classroom Kits;
o Teaching and Learning Materials (TLMs);
o Vocational Toolkits;
o Parenting Education Materials;
o Psychosocial Support (PSS) Materials;
o Hygiene Kits;
o Training Materials;
o Office Equipment and Supplies; and
o Other project-related materials and equipment.
• Ensure distributions are conducted according to approved plans and beneficiary lists.
• Maintain distribution records, signed receipt forms, and supporting documentation.
• Verify receipt of distributed materials by intended beneficiaries and project personnel.
• Support post-distribution monitoring activities when required.
Support to Training and Project Activities
• Support logistical arrangements for Training of Trainers (ToT), pre-service training, in-service training, coordination meetings, workshops, and other project events.
• Arrange training venues, materials, equipment, transportation, refreshments, and other logistical requirements.
• Ensure availability of training materials prior to the commencement of training activities.
• Support Master Trainers and project staff during training events.
Asset Management
• Maintain an updated inventory of project assets and equipment.
• Label and track project assets in accordance with organizational procedures.
• Monitor utilization and condition of project assets.
• Conduct periodic asset verification exercises.
• Report lost, damaged, or obsolete assets to management.
• Support asset handover and disposal processes at project closure.
Monitoring and Reporting
• Prepare monthly procurement and logistics reports.
• Maintain procurement trackers, inventory reports, and distribution records.
• Monitor implementation of procurement plans and distribution schedules.
• Provide updates to the Project Officer on procurement and logistics performance.
• Support reporting requirements requested by UNESCO.
• Document procurement and logistics challenges and recommend corrective actions.
Audit and Compliance
• Maintain complete procurement and logistics documentation for audit and review purposes.
• Support procurement reviews, audits, spot checks, and monitoring missions.
• Ensure compliance with organizational procurement policies and procedures.
• Ensure compliance with IPA requirements and UNESCO guidance.
• Implement corrective actions arising from audits and reviews.
• Maintain procurement and logistics records in an organized and audit-ready manner.
Coordination and Communication
• Coordinate closely with Project Officers, Finance Officers, M&E Officers, PCMs, DCMs, Master Trainers, and Facilitators to understand project needs and priorities.
• Participate in project planning and coordination meetings.
• Provide logistical support to field implementation teams.
• Maintain effective communication with suppliers, service providers, and project personnel.
• Support project management in addressing procurement and logistics challenges.
Risk Management and Accountability
• Identify procurement and logistics risks and report them to project management.
• Implement measures to reduce risks related to procurement, transportation, warehousing, and distributions.
• Promote transparency and accountability throughout procurement and logistics processes.
• Ensure that all procurement and distribution activities are conducted fairly and without conflict of interest.
• Immediately report suspected fraud, corruption, theft, or misuse of project resources through appropriate channels.
