About HEKS/EPER:
HEKS/EPER (Swiss Church Aid) is a faith-based international development and humanitarian organization committed to justice, human dignity, and sustainable development. In Uganda and South Sudan, our work focuses on supporting marginalized communities and building resilience through a triple nexus approach that integrates humanitarian response, sustainable development, and peacebuilding. We promote a rights-based, participatory, and conflict-sensitive approach that upholds dignity, inclusion, and accountability to affected populations.

Description of main tasks:

Under the supervision of the Head of Finance and Administration, the Senior Procurement & Logistics Officer is responsible for an assigned procurement portfolio and provides lead coordination of logistics, fleet and transport management across the Country Programme. The role oversees end-to-end procurement processes, supplier performance, assets and inventory within the assigned portfolio, while ensuring safe, efficient and cost-effective fleet operations, vehicle compliance and staff movement planning. Working alongside the Procurement & Logistics Officer within a common procurement framework, the position also provides technical coordination and operational support on fleet, logistics, safety and security matters.

The role requires regular field engagement to provide hands-on support and respond to procurement, logistics, safety, and security-related operational challenges. The Senior Procurement & Logistics Officer will therefore travel periodically to HEKS/EPER field locations and must be willing and able to travel at short notice when operational needs arise, including to South Sudan where required.

Key Responsibilities

Procurement Planning and Portfolio Management

Work with project and department leads to consolidate procurement needs and maintain procurement plans for the assigned portfolio.
Ensure purchase requests are complete, appropriately approved and processed in accordance with FFAG, HEKS/EPER procurement procedures and delegated authorities.
Maintain a clear tracker of open and closed procurement actions, lead times, commitments, and delivery status.
Coordinate procurement schedules with Finance and Programs to support timely project implementation.
Sourcing, Tendering and Supplier Management

Conduct sourcing through approved channels, prepare solicitation documentation, coordinate bid receipt/evaluation, and document procurement decisions.
Support negotiations and preparation of purchase orders, contracts and framework arrangements within delegated authority.
Maintain supplier records and conduct supplier due diligence, performance assessment, and market analysis.
Identify cost-saving and value-for-money opportunities while safeguarding quality, transparency, and fair competition.
Support local partners with procurement processes where required.
Procurement Compliance, Documentation and Reporting

Maintain complete procurement files, including requisitions, quotations/tenders, evaluations, approvals, purchase orders, contracts, delivery documentation and supplier records.
Identify procurement risks, conflicts, supplier of non-compliance and market changes and escalate material issues to the HoFA.
Prepare procurement status and performance information for management review and support procurement-related audits.
Coordinate with Finance to ensure supplier payment packages are complete; Finance retains payment processing and accounting responsibility.
Assets, Inventory and General Logistics

Maintain accurate asset and inventory records and support periodic physical verification, tagging, and condition checks.
Maintain records of stock movements and investigate discrepancies.
Coordinate transportation and delivery of procured goods to required locations and support efficient logistics planning.
Ensure assigned assets and equipment are appropriately recorded, maintained, and insured in accordance with organizational requirements.
Fleet and Transport Management - Lead Responsibility

Lead Country Programme fleet planning and coordinate vehicle and motorcycle utilization across Country and field offices.
Directly supervise the drivers’/logistics assistants both at the Country Office and in the different field locations.
Consolidate weekly movement plans and schedule vehicles and drivers for in-city and field travel in a safe, efficient and cost-effective manner.
Maintain fleet movement and utilization tracking and ensure trip records, vehicle logbooks and movement documentation are complete.
Coordinate preventive maintenance, repairs, annual inspection, licensing and insurance renewal for vehicles and motorcycles.
Review fuel records, mileage, log sheets and consumption trends and prepare monthly fuel and fleet-utilization analysis.
Coordinate driver schedules and provide technical direction on fleet procedures, road safety, vehicle care and movement controls.
Monitor accidents, breakdowns and fleet incidents and ensure timely documentation, reporting and follow-up under applicable procedures.
Advise the HoFA on fleet replacement, disposal, allocation, utilization and cost-control needs.
Senior Coordination and Business Continuity

Provide technical guidance to the Procurement & Logistics Officer on common procurement standards, documentation and complex procurement processes when assigned by the HoFA.
Coordinate high-value or higher-risk procurement actions assigned by the HoFA and support procurement committees with complete documentation.
Provide reciprocal cover with the Procurement & Logistics Officer during leave, peak workload, and emergency-response periods.
Serve as the operational focal point for safety and security matters across the Country Programme, reporting to the Head of Finance and Administration and coordinating closely with the Country Director.
Facilitate timely communication of security information and incidents; coordinate implementation and follow-up of agreed safety and security measures.
Minimum Qualifications, experience and skills

Qualifications and Experience:

Bachelor's degree in Procurement and Supply Chain Management, Logistics, Business Administration or related field.
Professional procurement/supply-chain qualifications such as CIPS, or active progression toward one, are an advantage.
Minimum of 5 years’ relevant experience in procurement, logistics or supply chain management, including practical fleet management responsibility.
Demonstrated experience in procurement planning, sourcing, tendering, supplier management, contracts and asset/inventory management.
Experience in an international NGO/NPO or donor-funded environment is an advantage.
Demonstrated experience managing vehicle fleets, transport planning, maintenance, insurance, fuel controls and driver coordination.
Skills and Capabilities

Strong knowledge of procurement processes, sourcing strategies, vendor management, and compliance controls.
Excellent negotiation, communication, and interpersonal skills.
Strong analytical and organizational skills with attention to documentation accuracy.
Ability to manage multiple priorities and work effectively under pressure.
Good IT skills, including Microsoft Office and procurement/logistics tracking tools.
Ability to ensure internal and external stakeholders understand and follow HEKS/EPER procedures and guidelines.
High integrity, diligence, and professional judgement.
Available for frequent local and national travel.
Professional, cooperative, efficient, and service-oriented working attitude.

All interested and qualified candidates please send your application in soft copy (Motivation Letter and updated CV) by email.
Please indicate; Senior Procurement & Logistics Officer as the email subject.