Vacancies

Vacancies

Position: Procurement, Logistics and Administration Coordinator.
Reports to: Landscape Finance Manager / Matrix Country Procurement & Logistics Manager
Positions Managed: Admin Officer, Mbeya-based Drivers
Location: Mbeya
Country Program/Sector: WCS Tanzania Program
Position Type: Full-time
Scope/Capacity: Greater Ruaha-Katavi Landscape Program
Coordinates with: Finance Coordinator

Background:
The Wildlife Conservation Society (WCS) saves wildlife and wild places worldwide through science, conservation action, education, and inspiring people to value nature.

WCS is an equal opportunity employer and seeks a Procurement, Logistics and Administration Coordinator.under the auspices of the Greater Ruaha-Katavi Landscape Program. The Procurement and Administration Officer will report to the Program Director

Essential Duties and Responsibilities
Procurement Strategy and Planning:

• Develop and implement procurement strategies aligned with the WCS Procurement policy Collaborate with Program Directors to forecast procurement needs and ensure the timely acquisition of goods and services.
• Implement cost-saving initiatives and strategies while maintaining quality and compliance.  Coordinate the development and regular review of the procurement plans for WCS Programs and projects.
• Conduct market price assessment for planning and budgeting

Supplier & Contract Management:

• Draft contracts and ensure the selected & approved suppliers, contractors, and consultants are contracted accordingly.
• Negotiate contractual terms, including pricing, to obtain the best value for WCS.
• Monitor supplier performance and compliance with contract terms.
• Coordinate identification and notification of suppliers for different goods including vetting o against their conduct.
• Conducts regular market surveys to determine the best price for quality goods and services.

Procurement Process Management:

• Determine the requirement for the Category, Market and Location of Supplier based on the Spend Analysis and Annual Procurement Plans
• Review the Sourcing Strategy for unidentified opportunities and ensure it meets WCS policies and procedures
• Ensure a Market Assessment and Supplier Pre-Qualification process is in place
• Ensure the framework in managing the RFQ/RFP Process
• Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process
• Ensure procurement processes are transparent, fair, and adherent to WCS policies, donor requirements, and government regulations.
• Perform due diligence for all procurements in collaboration with the finance team to ensure value for money.
• Ensure all legitimate documents to and from the supplier are perfectly completed and submitted in support of the procurement process
• Oversee the entire procurement cycle, including requisition, sourcing, evaluation, selection, contract award, and delivery

Risk Management and Compliance:

• Identify and mitigate procurement-related risks, including supply chain disruptions and non -compliance with policies, laws, and regulations.  Ensure procurement activities adhere to relevant legal, ethical, and donor-specific guidelines.

Logistics support functions:

• Support in facilitating conferences and workshops
• Organize transportation needs either for personnel, goods, or services in conjunction with the Program Directors and Logistic & Administrative Officers § Following up with TRA for VAT & other taxes reliefs, in collaboration with Finance Department

General Administration functions:

• Lead to improve office facilities, including the new project offices, and physical conditions
• Ensuring WCS Assets & Inventory are registered
• Ensure provision of high-quality hospitality services for visitors and staff
• Ensure all real estate contracts and agreements are legally always updated to ensure continuity of services
• Ensure all utility bills are paid on time, and the electrical, water, and telephone systems are up all the time
• Ensuring an excellent office safety and security management system for a conducive work environment
• Ensuring effective & efficient fleet management, procedures, and adequate support for WCS operations

Team Leadership and Development:

• Lead and manage a Logistics and administration team, providing guidance, mentoring, and professional development opportunities
• Serve as the Secretary of the Tender Committee unless directed otherwise by the Program director.
• Reviewing and providing guidance to analyze quotations, preparation of standard bidding documents, with terms and conditions of the tender (specifications, bill of quantities, TORs for equipment, materials, and services to be purchased), prepare bid analysis, purchase orders, and contract agreements as required
• Perform timely clearance of goods from customs by working with clearing agents, relevant government partners, and timely processing and follow-up of relevant government exemptions.
• Ensure delivery of procured goods and services to relevant teams/individuals.
• Foster a collaborative and efficient working environment within the logistics and administration team, with finance and other program staff.
• Advise the Management on the best practices of managing procurement to improve our processes.
• Acts as point person for staff inquiries relating to procurement, office administration, safety, and security.

Documentation and Reporting:

• Maintain accurate and organized procurement records, including purchase orders, contracts, and supplier information.
• Prepare regular reports on procurement activities, performance metrics, and cost savings for management and donors.
• Organizing procurement tracking system, support program, and management team to have up-to-date and reliable information on the procurement status  Participate in audits as needed or assigned by the Finance Department

Minimum Requirements and Qualifications

• Bachelor’s degree in procurement, supplies / materials management, supply chain management, Logistics and administration or a related field from recognised institution.
• Registered by Professional Body especially Procurement and Supplies Professional and Technician Board (PSPTB).
• Strong technical knowledge and management experience in procurement contracts management, logistics, security and office administration.
• Minimum of 2 years’ experience in supply chain management for international NGOs at senior level.
• Familiarity with different donor rules & regulations such as USG and EU
• Good understanding of the Tanzania laws for contract and procurement

Additional Requirements:

• Proficient in analysing financial data, creating & interpreting financial reports  Excellent management, analytical and negotiation skills
• Strong information technology skills  Fluency in spoken and written Swahili and English.
• Excellent written and oral communication skills, good report writing skills.
• Willingness to work in field-based settings and to develop/apply pragmatic solutions to typical procurement and administrative challenges.
• Proven experience working with and managing other technical staff.
• Proven IT literacy and familiarity with all standard office software. Ability to work with other procurement and administrative-related software such as SAP etc
• Ability to work with a dynamic/mixed team of conservation professionals, to work under pressure and meet deadlines.
• Desire (and ability) to work under challenging field conditions with limited supervision.
• Highest level of integrity, honesty, and sense of responsibility.
• Valid driving license an advantage.
• Position is open to Tanzanian nationals only.

Remuneration:
Level 6
A competitive remuneration package will be offered to the successful candidate.

Application Instructions:
Please read and follow the instructions carefully.

Qualified candidates should send:

1. Cover letter and CV Only
2. Applications should be sent via email to: WCS Tanzania addressed to the County Director at wcshrtanzania@wcs.org with the Subject: “Application for (Position Title) Vacancy”
3. Applications should be submitted by: August 17th 2026 5:00 PM EA TIME
4. Only Shortlisted Candidates will be contacted.