ICAP at Columbia University is an international non-governmental organisation that aims to ensure the wellness of families and communities by strengthening health systems around the world.

ICAP in Sierra Leone is hiring a Procurement & Logistics Officer to play a pivotal role in supporting the procurement, logistics, and supply chain management needs of the Sierra Leone Population HIV Impact Assessment (SiLPHIA). Funded by the U.S. Centers for Disease Control and Prevention (CDC) and implemented with technical and management assistance from ICAP at Columbia University, the SiLPHIA survey is led by the National Public Health Agency (NPHA) in collaboration with the Ministry of Health (MoH) and Statistics Sierra Leone (STATS SL).

Reporting to the SiLPHIA Senior Operations Manager, this position ensures timely and compliant procurement of goods and services, efficient logistics coordination, and effective management of inventory and distribution processes for survey operations. The officer will be instrumental in ensuring operational efficiency, compliance, and the success of the survey

MAJOR ACCOUNTABILITIES

Procurement Management:

Manage the procurement of goods and services for the SiLPHIA survey, ensuring compliance with ICAP, CDC, and Sierra Leone procurement regulations.

Prepare and issue requests for quotations (RFQs), requests for proposals (RFPs), and purchase orders (POs) while maintaining comprehensive documentation for all procurement activities.

Negotiate with vendors to secure high-quality goods and services within budgetary and timeline constraints.

Logistics Coordination:

Oversee logistics planning and execution, including transportation, warehousing, and distribution of survey materials to field teams across the Western Area Region.

Support the setup and maintenance of survey sites, ensuring availability of necessary supplies, equipment, and infrastructure.

Monitor and coordinate transportation routes to optimize resource deployment and minimize delays.

Inventory and Supply Chain Management:

Develop and maintain inventory tracking systems to monitor incoming and outgoing materials, ensurig accurate records and reconciliation.

Ensure compliance with health, safety, and security standards during the handling and distribution of survey materials.

Collaborate with vendors to resolve supply chain challenges and implement cost-effective solutions.

Vendor and Contract Management:

Develop and maintain a reliable vendor database to support diverse and high-quality supply needs.

Monitor and manage contracts with suppliers and service providers, ensuring adherence to terms and timelines.

Reporting and Communication:

Prepare and submit regular reports on procurement and logistics activities to the Senior Operations Manager and project leadership.

Provide updates during project planning meetings, highlighting procurement and logistics progress, risks, and mitigation strategies.

Policy and SOP Development:

Assist with the development and implementation of standard operating procedures (SOPs) to enhance efficiency and transparency in procurement and logistics.

MINIMUM EXPERIENCE, SKILLS & PREFERRED QUALIFICATIONS:

Bachelor’s degree in Procurement and Logistics, Business Administration, Supply Chain Management, or a related field. Professional certification in procurement (e.g., CIPS) is an added advantage.

Minimum of five years of experience in procurement and logistics management, preferably in public health, international development, or survey-related projects.

Strong knowledge of Sierra Leone’s procurement regulations and supply chain systems.

Demonstrated experience in managing vendor relationships, negotiating contracts, and overseeing logistics in complex environments.

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and inventory management systems.

Excellent organizational and problem-solving skills, with strong attention to detail.

Ability to manage multiple tasks, meet tight deadlines, and adapt to dynamic work environments.

Strong written and verbal communication skills in English.

Flexibility to travel extensively within the Western Area Region and work extended hours as needed.