Logistics & Procurement Service Provider Firm - Kenya at Search for Common Ground (SFCG)

Main purpose :

• From the above-mentioned perspective, Search for Common Ground requires the services of a qualified procurement and logistics firm to support efficient sourcing, purchasing, transportation, storage, and distribution of goods and services for its operations/projects in Kenya especially in Mombasa, Kwale, Kilifi, Nairobi, Machakos, Kajiado, Kiambu, Homa Bay, Migori, Lamu, Tana River, Nyeri, and Garissa counties but can cover the rest of the Country as needed.

Objectives of the Assignment

The objective is to engage a competent firm to:

• Ensure transparent, efficient, and cost-effective procurement
• Facilitate timely delivery of goods and services
• Strengthen supply chain management systems
• Ensure compliance with applicable procurement laws and policies

Scope of Work:

Procurement Management

• Develop and/or implement procurement plans
• Conduct market assessments and supplier sourcing
• Prepare and manage bidding processes (RFQs, RFPs, tenders)
• Evaluate bids and provide recommendations
• Negotiate contracts and pricing
• Issue and manage purchase orders
• Ensure goods/services meet required specifications and quality standards

Logistics and Supply Chain Management

• Plan and coordinate transportation of goods
• Manage imports/exports and customs clearance (where applicable)
• Provide warehousing and inventory control
• Ensure proper handling, packaging, and storage
• Coordinate last-mile delivery to designated locations
• Track shipments and provide real-time updates

Inventory and Asset Management

• Maintain inventory records and stock levels with the coordination of the Operations Lead.
• Conduct periodic stock counts and reconciliation
• Implement inventory control systems
• Manage asset tagging and tracking (if applicable)

Documentation and Reporting

• Maintain complete procurement and logistics records
• Prepare procurement reports and supplier evaluations
• Provide delivery notes, invoices, and proof of delivery
• Submit periodic performance and status reports

Deliverables

• Annual/quarterly procurement plans
• Bid evaluation reports and supplier selection documentation
• Signed contracts and purchase orders
• Shipment and delivery reports
• Inventory and stock reports
• Monthly/quarterly performance reports
• Final assignment report

Duration of the Assignment

• The assignment will be for a period of one year, subject to initial performance review after 3 months

Reporting and Coordination

The firm will report to: Logistics and Operations Department Lead

Reporting requirements include:

• Regular progress reports (weekly/monthly)
• Procurement status updates
• Logistics tracking reports
• Exception/incident reports.

Key Performance Indicators (KPIs)

The firm’s performance will be evaluated based on:

• Timeliness of procurement and delivery
• Cost savings and value for money
• Compliance with procedures and specifications
• Accuracy and completeness of documentation
• Supplier performance and reliability
• Responsiveness and communication

Minimum Qualifications

• Be legally registered and licensed
• Have at least 5 years of experience in procurement and logistics
• Demonstrate experience in similar assignments
• Have adequate technical capacity and qualified staff
• Possess financial stability
• Provide references from previous clients

Compliance and Ethical Standards

• Adhere to ethical procurement practices
• Avoid conflicts of interest
• Comply with all applicable laws and regulations
• Uphold confidentiality and data protection
• Comply with Search procurement policy and prepare and share complete documents.
• Search will have access to all records
• Comply with Search Code of Conduct
• Allow Search to review controls surrounding procurement operations

Payment Terms

• Payments will be based on [milestones / deliverables / monthly retainer]
• Invoices must be supported by relevant documentation
• Penalties may apply for delays or non-performance

Risk Management and Insurance

• Identify potential supply chain risks
• Implement mitigation measures
• Ensure goods in transit are insured
• Provide contingency plans for delays or disruptions

Termination of Contract

The contract may be terminated under the following conditions:

• Failure to meet performance standards
• Breach of contractual obligations
• Mutual Agreement by both parties

Evaluation Criteria for Selection

Firms will be evaluated based on:

• Technical expertise and methodology
• Relevant experience
• Financial proposal (cost-effectiveness)
• Capacity to deliver within timelines