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Search for Common Ground (Search) 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.
Background
Taken together, the country strategies point to an important organizational reality: Search is entering a new phase of its evolution. Across contexts, country teams are converging around four common conclusions, conflicts are becoming more complex, fragmented, and interconnected; donor funding is becoming more constrained and competitive; legitimacy and influence increasingly depend on local credibility and partnerships; and impact will require longer-term, more adaptive, and more integrated approaches.
We are streamlining how we work so our teams can focus on what matters most: driving real change in our communities. Instead of being weighed down by administrative tasks, our frontline leaders will have the support, tools, and flexibility they need to innovate, respond quickly, and build peace. Our work is defined by people, relationships, and networks—not by the number of offices we maintain. A strong, nimble global backbone, organized through shared service hubs, will provide essential support efficiently, empowering local, national, and global teams to maximize our impact where it matters most.
By 2030, our vision is to build a resilient, intergenerational peacebuilding ecosystem in the Horn of Africa Search Program, moving from systemic conflict to collaborative governance. We will become the regional backbone of peace infrastructure, focusing on systems driven peacebuilding, digitally-informed solutions for the HOA stability.
We hope and stay strongly optimists this will contribute to:
Improving the dignity and safety of 200 million people.
Mobilizing 1 million leaders to embrace and promote collaborative leadership.
Empowering 40 million people to shape the decisions that affect their lives.
To achieve this, we will:
Ground strategic choices in a clear mapping of the resource ecosystem, including funding, partnerships, influence, and capacities.
Ensure coherence with the Change Makers model, with a deliberate focus on collaborative leadership and multipartial coalitions as drivers of sustainable impact.
Integrate intergenerational peacebuilding approaches, where relevant, across strategic priorities, design choices, and implementation.
This vision reflects our global ambition: by integrating our frontline peacebuilding talent with a growing global network of leaders who embrace and promote collaborative conflict transformation, we can meet this historic moment of mounting conflict with practical peacebuilding results that save and improve the lives of millions.
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
How to apply
Please apply here