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Procurement & Logistics Coordinator

Role Purpose

The Procurement & Logistics Coordinator is responsible for managing the organization's procurement, logistics, inventory, and administrative support functions to ensure business operations run efficiently. Reporting to the relevant departmental manager, the role focuses on sourcing quality goods and services at competitive prices while ensuring compliance with company procurement policies, financial controls, and statutory requirements.

The position plays a critical role in coordinating the end-to-end procurement process, maintaining supplier relationships, monitoring inventory levels, and supporting logistics activities across the organization. In addition, the Procurement & Logistics Coordinator oversees branch administrative requirements, ensuring that facilities, assets, documentation, and operational resources are properly managed. Through effective planning, coordination, and attention to detail, the role contributes to operational efficiency, cost control, and uninterrupted service delivery.

Key Responsibilities

1. Procurement Management

The Procurement & Logistics Coordinator is responsible for ensuring that all procurement activities are conducted efficiently, transparently, and in accordance with company policies and procedures. Key responsibilities include:

• Coordinate the procurement of goods, services, and operational requirements for the organization.

• Receive, review, and verify purchase requisitions submitted by various departments.

• Ensure all procurement requests comply with approved budgets, procurement policies, and authorization procedures.

• Obtain competitive quotations from approved suppliers to ensure value for money.

• Prepare supplier comparison schedules and recommend the most suitable suppliers based on price, quality, delivery timelines, and reliability.

• Raise Purchase Orders (POs) and Service Orders accurately and ensure they receive the necessary approvals before issuance.

• Monitor procurement timelines to ensure goods and services are delivered as scheduled.

• Resolve procurement-related issues and communicate delays or supply challenges to relevant stakeholders.

• Support continuous improvement initiatives that enhance procurement efficiency and reduce procurement costs.

2. Supplier Management

Building and maintaining productive supplier relationships is an important aspect of the role. Responsibilities include:

• Maintain an up-to-date database of approved suppliers.

• Evaluate supplier performance based on quality, pricing, responsiveness, and service delivery.

• Liaise with suppliers to negotiate favorable pricing, delivery schedules, and payment terms.

• Ensure supplier contracts and agreements are properly documented and renewed when necessary.

• Address supplier concerns and resolve disputes in a professional and timely manner.

• Monitor supplier compliance with contractual obligations and company standards.

• Identify alternative suppliers to minimize supply chain risks and improve business continuity.

3. Inventory and Stores Management

The Procurement & Logistics Coordinator ensures that inventory is managed efficiently to support uninterrupted business operations. Responsibilities include:

• Monitor inventory levels for office supplies, consumables, and operational materials.

• Coordinate timely replenishment of stock to avoid shortages or overstocking.

• Maintain accurate inventory records within the ERP system.

• Track stock movements and ensure inventory transactions are properly recorded.

• Conduct regular stock counts and reconcile physical inventory with system records.

• Participate in annual stock-taking exercises and inventory audits.

• Ensure company assets are appropriately tagged, recorded, and safeguarded.

• Investigate inventory discrepancies and recommend corrective actions.

4. Logistics and Distribution

The role coordinates logistics activities to ensure efficient movement of goods and supplies across the organization. Responsibilities include:

• Coordinate the receipt, inspection, and verification of all incoming goods and services.

• Confirm that delivered items meet quality specifications before acceptance.

• Ensure all deliveries are properly documented and recorded.

• Coordinate the distribution of office supplies and equipment to head office and branch locations.

• Monitor delivery schedules and ensure supplies reach their intended destinations within agreed timelines.

• Arrange courier services, mail distribution, and document dispatch.

• Maintain records of all deliveries, dispatches, and logistics activities.

• Work closely with internal departments and external service providers to improve logistics efficiency.

5. Administrative Support

The Procurement & Logistics Coordinator provides administrative support that contributes to the smooth operation of branch offices and organizational facilities. Responsibilities include:

• Coordinate office maintenance activities, including repairs and servicing of equipment and furniture.

• Monitor warranty periods and coordinate warranty claims where applicable.

• Administer office rental agreements and ensure lease renewals are completed on time.

• Coordinate payment of office rent, utility bills, insurance, and other recurring operational expenses.

• Ensure business licenses and statutory permits remain valid and are renewed before expiry.

• Maintain organized records of contracts, leases, licenses, and administrative documents.

• Support office relocation or expansion projects when required.

6. Documentation and Record Management

Maintaining accurate procurement and administrative records is essential for compliance and operational efficiency. Responsibilities include:

• Maintain procurement files, supplier documentation, contracts, and purchase records.

• Update procurement transactions within the ERP system.

• Prepare procurement reports, expenditure summaries, and management reports.

• Maintain confidential records in accordance with company policies.

• Ensure documentation is readily available for audits and management reviews.

• Support compliance with internal control procedures and document retention requirements.

7. Compliance and Risk Management

The Procurement & Logistics Coordinator contributes to maintaining compliance and minimizing operational risks by:

• Ensuring procurement activities comply with company policies and applicable regulations.

• Supporting internal and external audit exercises.

• Identifying procurement risks and recommending mitigation measures.

• Monitoring adherence to delegated approval limits.

• Promoting ethical procurement practices and transparency throughout the purchasing process.

• Reporting any procurement irregularities or policy violations to management promptly.

8. Other Responsibilities

The Procurement & Logistics Coordinator may also be required to:

• Participate in departmental projects and process improvement initiatives.

• Support implementation of procurement and inventory management systems.

• Provide administrative assistance during company events and operational activities.

• Train staff on procurement procedures where necessary.

• Perform any additional duties assigned by management in support of organizational objectives.

Academic Qualifications

Applicants should possess the following qualifications:

• Bachelor's degree in Supply Chain Management, Procurement, Logistics, Finance, Operations Management, Business Administration, or another related discipline.

• A Professional Diploma in Procurement, Purchasing and Supplies Management, Logistics, or an equivalent professional qualification.

• Membership or eligibility for registration with a recognized professional procurement body will be an added advantage.

Required Experience

The ideal candidate should demonstrate:

• A minimum of three (3) years of relevant experience in procurement, purchasing, logistics, or supply chain management.

• Practical experience managing procurement processes from requisition to supplier payment.

• Hands-on experience preparing Purchase Orders (POs), Local Purchase Orders (LPOs), supplier evaluations, and procurement documentation.

• Experience working with ERP or procurement management systems.

• Experience coordinating inventory management and stock control activities.

• Experience supporting branch administration or office operations is an added advantage.

• Demonstrated ability to manage multiple procurement activities while meeting deadlines.

Key Competencies and Personal Attributes

The successful candidate should possess the following competencies:

Procurement and Technical Skills

• Strong knowledge of procurement principles and supply chain management.

• Excellent supplier relationship management skills.

• Sound understanding of inventory control and logistics coordination.

• Experience using ERP systems and Microsoft Office applications.

• Strong analytical and problem-solving abilities.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills.

• Strong negotiation and influencing abilities.

• Ability to build productive working relationships with suppliers and internal stakeholders.

• Good customer service and stakeholder management skills.

Organizational Skills

• Excellent planning and organizational skills.

• Ability to prioritize multiple assignments effectively.

• Strong attention to detail and accuracy.

• Ability to meet tight deadlines while maintaining quality standards.

Personal Attributes

• High ethical standards and integrity.

• Proactive, dependable, and self-motivated.

• Ability to work independently and as part of a team.

• Adaptable to changing business priorities.

• Professional appearance and conduct.

• Commitment to continuous improvement and operational excellence.

Application

If interested please send your CV and Cover letter to this email address: recruitment@pioneerassurance.co.ke by close of business on Friday 31" July,