Logistics & Procurement Service Provider Firm – Kenya

Main purpose :

Objectives of the Assignment

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• 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

The objective is to engage a competent firm to:

Scope of Work:

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• 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

Procurement Management

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• 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

Logistics and Supply Chain Management

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• 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)

Inventory and Asset Management

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• 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

Documentation and Reporting

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• 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

Deliverables

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

Duration of the Assignment

Reporting and Coordination

The firm will report to: Logistics and Operations Department Lead

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

Reporting requirements include:

Key Performance Indicators (KPIs)

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• 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

The firm’s performance will be evaluated based on:

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• 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

Minimum Qualifications

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• 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

Compliance and Ethical Standards

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

Payment Terms

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

Risk Management and Insurance

Termination of Contract

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

The contract may be terminated under the following conditions:

Evaluation Criteria for Selection

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

Firms will be evaluated based on: