Tupande Procurement Senior Coordinator – BU Support NGO Job OAF

Procurement Jobs. One Acre Fund Jobs

About the Role

• Tupande Procurement Senior Coordinator plays a critical role in ensuring smooth and efficient execution of procurement projects by closely aligning with business units (BUs) needs, controlling spend, and improving procurement processes. This role involves managing the full procurement lifecycle for assigned BU procurement projects, supporting supplier and stakeholder relationships, driving process improvements, and maintaining strict contract management and compliance. The coordinator also provides performance tracking and reporting to facilitate strategic decision-making and continuous enhancement of procurement activities.

Responsibilities

• High quality procurement project coordination and execution
• Manages full procurement lifecycle for operational needs including documentation and PO processing within approved strategies and policies, for assigned BU projects.
• Support procurement project implementation with minimal support from Tupande Procurement Specialist.
• Develop, own and maintain procurement project tracking tools such as sourcing plans and risk registers.
• Ensure alignment with established project timelines, promptly escalate risks, or delays in a timely manner.
• Provide analysis and market research that informs strategies owned by Specialists/Category Leads.

Supplier and stakeholder engagement

• Effectively manage relationships with suppliers to support operations and contract compliance, while adapting approaches as needed to meet evolving business and procurement priorities.
• Use appropriate supplier relationship strategy based on the nature of BU requirements.
• Coordinate closely with assigned Business Units to clarify requirements, timelines, and proactively resolve arising issues early.
• Act as the coordination link between Procurement and BUs to ensure BU input is included in category work led by Specialists/Category Leads.
• Assess BU requirements and align PR pipelines with sourcing calendars
• Collaborate with BUs to reduce maverick spend and stabilize spend control

Targeted process and performance  improvement

• Support cross-functional improvement initiatives by helping develop templates, SOPs, and training materials.
• Coordinate periodic reviews with assigned Business Units to clear aged Procurement Requests (PRs) and Purchase Orders (POs).
• Perform root causes analysis to identify bottlenecks and improve PR to PO turnaround time.
• Identify capability gaps and propose practical, incremental improvements to strengthen processes and team performance.
• Facilitate effective collaboration between BU and PRO teams to ensure alignment on priorities, timelines, and deliverables.
• Promote proactive communication between BU units and PRO to support timely planning, coordination, and issue resolution.

Strategic sourcing responsibilities

• Define the scope and profile of assigned procurement categories.
• Conduct comprehensive spend analysis, market analysis, and profile demand/supply markets to identify opportunities.
• Develop strategic sourcing strategies, setting clear objectives for cost savings, quality improvement, risk mitigation, and determining appropriate tactics.
• Identify, evaluate, and pre-qualify potential suppliers based on strategic needs.
• Lead RFx processes, including negotiation of pricing, Service Level Agreements (SLAs), payment terms, delivery windows, and change management processes, while integrating selected suppliers into planning systems.
• Finalize and execute contracts, ensuring all terms and conditions are clearly defined and favorable.
• Monitor supplier performance against contract terms, drive continuous improvement initiatives, and hold regular business review meetings to ensure costs are consistently driven down.

Reporting and documentation

• Prepare routine reports and dashboards on procurement project progress, highlighting status updates, risks, and key actions for timely decision-making.
• Support data collection and analysis, including responding to ad-hoc market research requests that inform sourcing decisions and category strategies.
• Capture and document supplier performance data to help drive improvements in service levels, quality, and on-time delivery.
• Analyse cost drivers by Business Unit, identifying short-, medium-, and long-term trends to support planning and spend management.
• Work with other BU coordinators to promote standardization and consolidation of requirements, helping reduce duplication and improve sourcing efficiency across BUs.
• Monitor KPI performance for assigned procurement projects and follow up on corrective actions when targets are not met.
• Maintain clear, organized, and audit-ready documentation for all procurement transactions to support compliance and transparency.
• The Tupande Procurement Senior Coordinator will also perform any other duties as assigned by the manager.

Career Growth and Development

• We have a strong culture of constant learning and we invest in developing our people. You’ll have weekly check-ins with your manager, access to mentorship and training programs, and regular feedback on your performance. We hold career reviews every six months, and set aside time to discuss your aspirations and career goals. You’ll have the opportunity to shape a growing organization and build a rewarding long-term career.

Qualifications

Across all roles, these are the general qualifications we look for. For this role specifically, you will have:

• Minimum 3-year work experience in a demanding professional environment.
• Bachelor\’s degree in procurement, project management, business strategy, or related discipline. Candidates with higher diploma and extensive relevant experience may also qualify.
• Professional qualification e.g CIPS, CILT preferred
• Familiarity with procurement models, sourcing frameworks, and PR-PO systems such as Odoo or SAP
• Language: Fluent in English and Kiswahili pr