Supply Chain Coordinator

• The Supply Chain Coordinator will provide technical oversight and coordination across procurement, logistics, inventory and warehouse management, fleet operations, asset management, supplier management, and distribution support. The role will ensure that supply chain activities are conducted in accordance with organizational policies, donor requirements, internal controls, and applicable regulatory standards.
• The successful candidate will work closely with programme teams, Finance, Administration, field offices, suppliers, and other stakeholders to strengthen supply chain planning, improve operational efficiency, manage risks, and ensure that programme teams receive the goods and services required to deliver quality assistance to affected communities.

KEY RESPONSIBILITIES

Supply Chain Planning and Coordination

• Develop, coordinate, and monitor supply chain plans in line with programme objectives, approved budgets, procurement plans, and operational requirements.
• Consolidate procurement, logistics, warehousing, fleet, and asset management needs across the organization\'s projects and field locations.
• Coordinate with programme and support teams to anticipate supply requirements and prevent delays in project implementation.
• Establish and maintain supply chain schedules, trackers, and reporting tools to monitor procurement progress, delivery timelines, stock availability, and operational performance.
• Identify supply chain bottlenecks and recommend practical measures to improve efficiency, responsiveness, and value for money.

Procurement Planning and Oversight

• Coordinate the preparation, consolidation, and periodic review of procurement plans in collaboration with programme and Finance teams.
• Ensure that procurement activities are initiated in a timely manner and are supported by approved requisitions, budget confirmations, specifications, and other required documentation.
• Oversee procurement processes to ensure compliance with organizational procurement policies, donor requirements, approval limits, and applicable procedures.
• Support competitive sourcing, market assessments, supplier identification, quotation analysis, and procurement recommendations in accordance with established thresholds and approval processes.
• Ensure that procurement decisions are transparent, impartial, adequately justified, and supported by complete documentation.
• Monitor procurement lead times and follow up on delayed or pending purchases to minimize disruption to programme activities.

Supplier and Contract Management

• Maintain and oversee the organization\'s supplier database and approved vendor records in accordance with established procedures.
• Support supplier due diligence, market assessments, reference checks, and other required verification processes.
• Monitor supplier performance against agreed specifications, quality standards, delivery schedules, contractual terms, and service expectations.
• Coordinate the resolution of supplier-related issues, including delivery delays, quality concerns, incomplete orders, and contractual discrepancies.
• Support the review and administration of purchase orders, supply agreements, service contracts, and other procurement documents within delegated authority.
• Identify supplier-related risks and recommend measures to strengthen reliability, competition, quality, and value for money.

Logistics and Transportation Management

• Coordinate the movement, transportation, receipt, and delivery of goods and supplies to the organization\'s offices, warehouses, and programme locations.
• Ensure that transportation arrangements are planned in advance and aligned with programme schedules, operational requirements, and approved security procedures.
• Monitor the timely dispatch and delivery of supplies and follow up on delays or discrepancies.
• Coordinate logistics requirements for field activities, distributions, trainings, emergency responses, and other programme operations.
• Ensure that transportation documentation, delivery notes, waybills, goods received notes, and other relevant records are properly maintained.
• Work with field teams to address logistical challenges and improve the timely availability of supplies in hard-to-reach or operationally challenging locations.

Warehouse and Inventory Management

• Oversee warehouse operations and ensure the proper receipt, storage, handling, preservation, and dispatch of goods and supplies.
• Ensure that inventory records, stock cards, bin cards, goods received notes, stock issue vouchers, and other relevant documents are accurately maintained.
• Establish and monitor stock control procedures to prevent losses, shortages, damage, expiry, theft, and unauthorized use of organizational supplies.
• Coordinate periodic physical stock counts and reconcile discrepancies between physical inventory and recorded balances.
• Ensure that goods are stored in appropriate conditions and that warehouse facilities maintain suitable safety, security, hygiene, and access controls.
• Monitor stock movement and replenishment requirements to prevent stock-outs and unnecessary overstocking.
• Ensure that damaged, expired, obsolete, or unserviceable items are documented and handled in accordance with approved procedures.

Fleet and Transport Coordination

• Coordinate the effective use, maintenance, and monitoring of organizational vehicles and other approved transport resources.
• Ensure that vehicle documentation, insurance, maintenance schedules, fuel records, trip logs, and service histories are kept up to date.
• Monitor vehicle utilization and fuel consumption and investigate unusual variations through established procedures.
• Coordinate vehicle servicing, repairs, inspections, and other preventive maintenance activities to reduce downtime.
• Ensure that vehicle movements and transport arrangements comply with organizational safety and security requirements.
• Support the enforcement of vehicle-use procedures and ensure that only authorized personnel operate organizational vehicles.

Asset Management

• Oversee the receipt, registration, tagging, allocation, transfer, tracking, and disposal of organizational assets in accordance with approved procedures.
• Maintain an accurate and up-to-date asset register containing relevant identification, location, custodian, condition, and acquisition details.
• Coordinate periodic physical verification of assets and investigate discrepancies between records and physical holdings.
• Ensure that asset handover, transfer, maintenance, loss, damage, and disposal are properly documented and approved.
• Work with Finance and relevant departments to reconcile asset records and support financial reporting requirements.
• Ensure that assets purchased under donor-funded projects are managed in accordance with applicable donor conditions and organizational policies.

Supply Chain Budget and Cost Control

• Work with Finance and programme teams to ensure that supply chain activities remain within approved budgets and authorized expenditure limits.
• Review procurement and logistics costs and identify opportunities for cost efficiency without compromising quality, safety, or programme requirements.
• Monitor expenditure against procurement plans and flag significant variances, unplanned costs, or potential budget pressures.
• Support cost comparisons, total-cost assessments, and other analyses to inform procurement and logistics decisions.
• Ensure that relevant supply chain transactions are supported by appropriate documentation and submitted to Finance in a timely manner.
• Promote value for money, responsible resource utilization, and cost-conscious operational planning.

Compliance, Internal Controls and Risk Management

• Ensure that supply chain processes comply with organizational policies, donor requirements, approval procedures, and applicable laws and regulations.
• Maintain appropriate segregation of duties and ensure that procurement, receipt, inspection, payment, and inventory functions follow established controls.
• Identify and report risks relating to fraud, corruption, conflicts of interest, collusion, theft, diversion of supplies, and other irregularities.
• Ensure that potential conflicts of interest involving staff, suppliers, or other stakeholders are declared and managed appropriately.
• Maintain adequate documentation and audit trails for supply chain transactions.
• Recommend improvements to supply chain procedures, controls, and risk mitigation measures.

Donor Compliance and Audit Support

• Ensure that procurement, logistics, inventory, and asset management activities comply with relevant donor requirements and grant conditions.
• Maintain complete, accurate, and retrievable supply chain records for internal reviews, donor monitoring, and external audits.
• Support the preparation of procurement files, asset reports, inventory records, supplier documentation, and other evidence required for compliance reviews.
• Follow up on audit findings and support the implementation of agreed corrective actions within the supply chain function.
• Ensure that donor-funded assets and supplies are identifiable, traceable, and managed in accordance with applicable grant requirements.
• Support project close-out activities, including asset verification, stock reconciliation, transfer or disposal of assets, and preparation of required documentation.

Emergency Procurement and Humanitarian Response

• Support rapid and well-coordinated supply chain responses during emergencies while maintaining required approval, documentation, and accountability standards.
• Ensure that urgent procurement and logistics needs are prioritized according to programme requirements and operational risks.
• Coordinate with programme teams to anticipate emergency supply requirements and maintain appropriate readiness for response activities.
• Ensure that emergency procurement exceptions are used only where permitted by policy and are properly authorized and documented.
• Monitor the availability and timely delivery of essential supplies to support uninterrupted humanitarian operations.

Systems, Procedures and Capacity Strengthening

• Develop, review, and strengthen supply chain procedures, workflows, templates, trackers, and reporting systems in coordination with relevant departments.
• Promote consistent application of procurement, logistics, warehouse, fleet, and asset management procedures across the organization\'s locations.
• Identify capacity gaps among supply chain and field personnel and recommend appropriate training, coaching, and technical support.
• Provide guidance to relevant staff on documentation standards, stock control, supplier management, and compliance requirements.
• Encourage the use of appropriate digital tools and data management systems to improve supply chain visibility, accuracy, and efficiency.

Coordination and Communication

• Work closely with programme managers, Finance, Administration, MEAL, field teams, and other relevant departments to coordinate supply chain requirements.
• Maintain clear communication on procurement timelines, delivery schedules, stock availability, logistical constraints, and outstanding actions.
• Participate in planning meetings and provide technical input on procurement feasibility, delivery risks, lead times, and supply chain capacity.
• Coordinate with suppliers, service providers, transporters, and other external stakeholders in a professional and transparent manner.
• Ensure that supply chain concerns requiring management decisions are communicated promptly with appropriate recommendations.

Team Supervision and Performance Management

• Provide technical guidance and day-to-day coordination for supply chain personnel, as applicable to the approved organizational structure.
• Allocate tasks, monitor performance, and ensure that assigned responsibilities are completed accurately and within agreed timelines.
• Support staff development through coaching, feedback, and identification of training needs.
• Promote teamwork, ethical conduct, accountability, and adherence to organizational policies.
• Escalate performance concerns, compliance breaches, or operational risks through the appropriate management channels.

Reporting and Performance Monitoring

• Prepare regular supply chain reports covering procurement status, supplier performance, delivery timelines, inventory levels, fleet utilization, asset management, and outstanding issues.
• Monitor key performance indicators, including procurement lead times, on-time delivery, stock accuracy, supplier performance, and compliance with procurement plans.
• Maintain accurate and up-to-date supply chain dashboards, trackers, and other management information tools.
• Analyze recurring challenges and recommend improvements based on available data and operational experience.
• Provide timely information to management to support planning, decision-making, risk management, and resource allocation.

Safeguarding, Ethics and Professional Conduct

• Comply with the organization\'s Code of Conduct, safeguarding policies, Prevention of Sexual Exploitation and Abuse (PSEA) requirements, and other applicable organizational standards.
• Ensure that procurement and supplier management processes are conducted fairly, transparently, and without discrimination, favoritism, bribery, or improper influence.
• Report suspected fraud, corruption, exploitation, abuse, conflicts of interest, or other serious misconduct through approved reporting channels.
• Maintain the confidentiality of sensitive procurement information, supplier records, commercial data, and organizational assets.
• Promote responsible resource management and ensure that supply chain decisions do not expose staff, programme participants, or communities to avoidable harm.

Other Responsibilities

• Perform other supply chain-related duties assigned by the supervisor, provided they are consistent with the purpose of the position, the officer\'s competence, and organizational policies.

KEY DELIVERABLES

• Consolidated and regularly updated procurement and supply chain plans aligned with programme requirements and approved budgets.
• Timely, transparent, and properly documented procurement processes that comply with organizational and donor requirements.
• Accurate supplier records and documented monitoring of supplier performance.
• Updated inventory records, warehouse documentation, and asset registers, supported by periodic physical verification and reconciliation.
• Functional logistics and fleet tracking systems, including maintenance schedules, fuel records, and vehicle movement documentation.
• Regular supply chain performance reports highlighting procurement progress, delivery timelines, stock status, risks, and corrective actions.
• Complete and accessible procurement, logistics, inventory, and asset documentation for audits and donor compliance reviews.
• Documented supply chain risk mitigation measures and follow-up actions on identified control weaknesses.
• Improved coordination between programme, Finance, Administration, and field teams to support timely delivery of goods and services.
• Practical recommendations for improving efficiency, accountability, cost control, and overall supply chain performance.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Minimum Qualifications

• A bachelor\'s degree or equivalent qualification in Supply Chain Management, Procurement, Logistics, Business Administration, Purchasing and Supply, Transport Management, or a related field.
• At least five (5) years of relevant professional experience in supply chain management, procurement, logistics, warehousing, inventory control, fleet management, or related operational functions.
• Demonstrated experience coordinating multiple supply chain functions and managing competing operational priorities.
• Practical knowledge of procurement processes, supplier management, inventory control, asset management, logistics planning, and internal controls.
• Experience preparing procurement plans, maintaining supply chain records, monitoring expenditure, and producing management reports.
• Demonstrated understanding of procurement ethics, fraud prevention, risk management, and audit documentation requirements.
• Strong organizational, analytical, negotiation, and problem-solving skills.
• Good computer skills, including Microsoft Excel, Word, email, and relevant procurement or inventory management systems.
• Ability to work collaboratively with programme and support departments and to coordinate activities across multiple locations.
• Willingness and ability to undertake field visits, subject to operational and security requirements.

Desirable Experience

• Previous experience working with local or international NGOs, humanitarian organizations, or donor-funded development programmes.
• Experience managing supply chains in emergency response or conflict-affected settings, particularly in Northeast Nigeria.
• Familiarity with donor procurement requirements and compliance standards associated with humanitarian grants.
• Professional certification or membership in a recognized procurement or supply chain body, such as the Chartered Institute of Procurement and Supply (CIPS), or an equivalent professional institution.
• Experience with procurement planning, supplier due diligence, contract administration, warehouse management, fleet monitoring, and asset verification.
• Experience supporting procurement and logistics for health, nutrition, WASH, protection, or other humanitarian programmes.
• Knowledge of relevant Nigerian procurement, tax, transportation, and regulatory requirements, as applicable to the organization\'s operations.

CORE COMPETENCIES

• Supply Chain Leadership: Ability to coordinate interconnected procurement, logistics, inventory, fleet, and asset management functions.
• Planning and Organization: Ability to anticipate requirements, prioritize competing needs, and manage delivery timelines.
• Procurement Integrity: Demonstrates fairness, transparency, impartiality, and compliance with established procurement procedures.
• Analytical and Problem-Solving Skills: Ability to assess supply chain risks, interpret operational data, and recommend practical solutions.
• Negotiation and Supplier Management: Ability to engage suppliers professionally and achieve value for money while maintaining ethical standards.
• Financial Awareness: Ability to monitor costs, support budget control, and identify opportunities for operational efficiency.
• Attention to Detail: Maintains accurate records, ensures documentation completeness, and follows through on outstanding actions.
• Communication and Coordination: Communicates effectively with programme, Finance, Administration, field teams, suppliers, and other stakeholders.
• Accountability and Integrity: Takes responsibility for decisions, safeguards organizational resources, and reports irregularities appropriately.
• Adaptability and Resilience: Responds effectively to changing operational requirements and humanitarian supply chain challenges.
• Teamwork and Leadership: Provides guidance, supports staff development, and promotes a collaborative working environment.
• Commitment to Safeguarding: Upholds organizational safeguarding standards and ensures ethical conduct in all supply chain activities.