JOB TITLE: Procurement Coordinator
THE ROLE
The Procurement Coordinator actively executes day-to-day procurement tasks, directly handling the sourcing and acquisition of goods, works, and services needed for program and operational delivery. This role implements and follows clear, compliant procurement procedures, ensuring purchases are timely, cost-effective, and meet required quality standards. Working hands-on, the coordinator manages supplier engagement, prepares and processes purchase documents, tracks orders, and ensures all procurement activities align with approved plans, budgets, and organisational priorities.
The Procurement Coordinator plays a key role in ensuring value for money through effective procurement planning, competitive sourcing, and sound negotiation practices. The position is responsible for enforcing strict adherence to organisational policies, donor regulations, and applicable legal requirements, while promoting ethical procurement standards, accountability, documentation and transparency throughout all processes.
The position works closely with program, finance, logistics and administration teams to align procurement plans with project timelines and resource availability, proactively addressing procurement needs and potential risks. This position reports to the Country Finance and Operations Manager and collaborates closely with finance, logistics, and program teams to ensure coordinated and effective implementation of procurement functions.
The Procurement Coordinator provides supervision and technical oversight to the Administration Officer,
KEY RESPONSIBILITIES
- Plan, coordinate, and implement procurement activities in line with approved procurement plans and organisational policies.
- Manage end-to-end procurement processes, including requisitions, sourcing, tendering, evaluation, contracting, and delivery follow-up.
- Ensure all procurement activities comply with organisational, donor, and regulatory requirements.
- Develop, maintain, and regularly update supplier databases and framework agreements to ensure cost-effectiveness and quality.
- Coordinate tendering processes, including preparation of bidding documents, bid evaluations, and contract awards.
- Negotiate pricing, delivery schedules, and contract terms to achieve value for money.
- Collaborate with program and operations teams to align procurement planning with project timelines and budgets.
- Review and verify procurement documentation to ensure completeness, accuracy, and compliance.
- Monitor supplier performance and address procurement-related issues in a timely manner.
- Ensure timely delivery of goods and services and follow up on delayed or incomplete orders.
- Maintain accurate, organised procurement records and filing systems.
- Provide guidance and support to staff on procurement procedures and best practices.
- Identify procurement risks and propose mitigation measures to ensure continuity of operations.
- Support inventory and asset management processes in coordination with finance, administration, and logistics teams.
- Contribute to budget planning by providing procurement cost estimates and market analysis.
- Ensure ethical procurement practices and transparency throughout all processes.
- Support internal and external audits by providing required documentation and responding to audit queries.
- Continuously review and improve procurement processes to enhance efficiency and reduce costs.
ACCOUNTABILITY AREAS
Procurement Planning and Execution
- Ensure procurement activities are effectively planned and executed in line with approved procurement plans and budgets.
- Collaborate closely with finance, administration, logistics, and program teams to align procurement with operational and programmatic needs. Ensure timely delivery of goods and services in accordance with required specifications, quality standards, and project timelines.
Compliance, Quality Control, and Risk Management
- Ensure full compliance with organisational policies, donor requirements, and applicable regulatory frameworks.
- Proactively identify procurement needs, risks, and bottlenecks, and implement appropriate mitigation measures.
- Develop, implement, and maintain a procurement risk management plan to ensure continuity and accountability.
- Strengthen and continuously improve procurement systems, procedures, and controls to enhance efficiency, accuracy, and cost-effectiveness.
- Promote standardisation and best practices across procurement processes within the Country Office.
Suppliers and Contract Management
- Develop and maintain effective and professional relationships with suppliers to ensure reliability and quality service delivery.
- Establish and maintain an up-to-date and well-vetted supplier database.
- Monitor and evaluate supplier performance to ensure compliance with contractual terms, quality standards, and delivery timelines.
Documentation and Audit Readiness
- Ensure all procurement records and documentation are accurate in both physical and electronic filing systems, complete, and securely maintained in line with TREES requirements.
- Maintain audit-ready procurement files and support internal and external audit processes.
- Track procurements and maintain procurement registers/trackers as required.
Capacity Building and Support
- Provide guidance and technical support to staff on procurement procedures, policies, and best practices.
- Conduct periodic training and capacity-building initiatives to strengthen staff understanding and compliance with procurement policies.
- Contribute to strengthening overall compliance and operational efficiency across the Country Office.
- Support periodic training and capacity building efforts to improve staff understanding of procurement and compliance requirements.
Leadership and Supervision
- Provide day-to-day supervision, guidance, and support to the Administration Officer, fostering a culture of accountability, integrity, and high performance.
- Set clear objectives, monitor performance, and provide regular feedback to ensure staff development and effective delivery of responsibilities.
- Identify capacity gaps and support professional development through coaching, mentoring, and training.
- Promote teamwork, collaboration, and effective communication within the procurement function and across departments.
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or a related field from a recognised institution.
- Professional certification in procurement or supply chain management (e.g., CPSP, CIPS) is an added advantage.
- 4–6 years of progressively responsible experience in procurement and supply chain management.
- 2–3 years of experience working with an international NGO or donor-funded projects (preferred).
- Demonstrated experience managing competitive procurement processes, including tendering processes and supplier contracts.
- Strong knowledge of procurement regulations, donor compliance requirements, and ethical sourcing practices.
- Excellent organisational, negotiation, and analytical skills.
- Fluency in English and Kiswahili, both in written and spoken.
- Proficiency in Microsoft Office applications (especially Excel) and procurement systems.
- Ability to work collaboratively in a team-oriented environment.
- Strong organisational and planning skills with attention to detail.
- High level of integrity.
- Ability to manage competing priorities.
DEADLINE: MAY 5, 2026
JOB TITLE: Interns – Nursery and Seed Systems ( 3 positions)
THE ROLE
TREES Tanzania is seeking motivated and committed recent Forestry graduates to support operations at our central tree nursery and seed bank in Nyakabindi. This internship offers hands-on technical experience in tree seed systems, nursery management, and vegetative propagation, while contributing to the production of high-quality planting materials for smallholder farmers.
To ensure focused learning and meaningful contribution, interns will be assigned to one of three available positions.
1. Seed Bank & Quality Management Intern (1 position)
Key Focus: Seed sourcing, processing, testing, and storage systems
Key Responsibilities:
· Support seed sourcing, selection, and documentation of seed origin
· Assist with seed processing (cleaning, drying, and grading)
· Conduct germination and viability tests and maintain accurate records
· Support seed storage management, including labelling and inventory control
· Maintain seed traceability systems and batch records
· Assist with monitoring seed quality parameters (e.g., moisture content and storage conditions)
2. Nursery Operations & Propagation Intern (1 position)
Key Focus: Seedling production and vegetative propagation
Key Responsibilities:
· Support nursery operations, including sowing, transplanting, potting, and watering
· Assist with nursery maintenance (weeding, shading, pruning, and media preparation)
· Participate in grafting and budding activities under supervision
· Support pest and disease monitoring and basic control measures
· Assist with the maintenance of mother blocks and scion sources
· Contribute to the implementation of nursery hygiene and biosecurity protocols
3. Data Management & Quality Assurance Intern (1 Position)
Key Focus: Data systems, performance tracking, and quality control
Key Responsibilities:
· Record nursery and seed bank activities (e.g., germination rates, survival rates, and production data)
· Maintain digital and physical records for seed and seedling inventories
· Support data entry, cleaning, and basic data analysis
· Assist in tracking key performance indicators (KPIs) for nursery operations
· Support seedling quality control processes prior to distribution
· Assist with the preparation of routine reports and summaries
Common Responsibilities (All Interns)
· Support seedling preparation and distribution activities
· Participate in field visits and monitoring planted seedlings
· Assist with composting and preparation of nursery substrates
· Support farmer training sessions or demonstration activities
· Document lessons learned and best practices
· Perform other duties as assigned to support nursery and seed bank operations
QUALIFICATIONS AND EXPERIENCE
· Diploma or Bachelor’s degree in Forestry from a recognised institution
· Must be a recent graduate and eligible under National Internship Guidelines
· Strong interest in practical forestry, nursery, and seed systems
· Willingness to work in field-based and outdoor environments
· High attention to detail, particularly in data recording and labelling
· Basic computer skills (Microsoft Word and Excel)
· Ability to work independently and collaboratively within a team
· Good organisational and time management skills
DEADLINE: MAY 7, 2026
