Project Procurement & Logistics Coordinator

Job Title: Procurement and Logistics Coordinator

Job location: Bogotá, Colombia, with frequent travel to project intervention areas

Reports to: Project Manager

The Procurement and Logistics Coordinator will be responsible for planning, coordinating, and overseeing procurement and logistics activities required for the effective implementation of MedGlobal’s project across five departments: La Guajira, Putumayo, Nariño, Amazonas, and Antioquia.

The position will ensure the timely and compliant procurement, management, transportation, distribution, and availability of medical supplies, equipment, and other operational resources required for Mobile Health Brigades and Activity 1.1.5, in coordination with programme, finance, medical, and field teams.

The Procurement and Logistics Coordinator will ensure that procurement and logistics processes are conducted transparently, efficiently, cost-effectively, and in accordance with MedGlobal policies, approved project budgets, donor requirements, and applicable CBPF compliance standards. The role will also support logistics planning for field deployments, inventory management, supplier coordination, transportation, and operational readiness across all project locations.

• Develop and maintain procurement plans aligned with project workplans, field deployment schedules, and approved budgets.

• Coordinate the procurement of medical supplies, medicines, medical equipment, consumables, office supplies, and other goods and services required for project implementation.

• Ensure procurement processes follow MedGlobal procurement procedures, authorization levels, documentation requirements, and applicable donor rules.

• Conduct or coordinate supplier identification, quotation processes, comparative analysis, and purchase documentation.

• Maintain an organized procurement filing system, ensuring that purchase requests, quotations, evaluations, purchase orders, invoices, delivery documentation, and approvals are properly documented.

• Coordinate with programme and medical teams to ensure procurement specifications accurately reflect operational and clinical needs.

• Monitor procurement timelines and proactively address delays or supply constraints that may affect field activities.

• Plan and coordinate logistics requirements for the deployment of mobile health brigades under Activity 1.1.1.

• Ensure that medical supplies, equipment, materials, and other operational resources are available and delivered to field locations in accordance with brigade schedules.

• Coordinate transportation, storage, loading, delivery, and collection of project materials and equipment as required.

• Support field teams in identifying logistical requirements and resolving operational challenges.

• Coordinate logistics arrangements for project activities across the five intervention departments.

• Maintain effective communication with Project Coordinators, medical teams, and other relevant staff to ensure field operations are adequately prepared and supported.

• Conduct regular field visits when required to assess logistics arrangements, inventory, equipment, and operational needs.

• Establish and maintain accurate records of medical supplies, equipment, consumables, and project assets.

• Monitor stock levels and coordinate timely replenishment based on projected field needs and consumption.

• Maintain appropriate documentation for the receipt, distribution, transfer, and disposal of supplies and equipment.

• Conduct or support periodic physical inventory and asset verification exercises.

• Identify shortages, losses, damages, expired items, or other discrepancies and report them through the appropriate channels.

• Ensure appropriate storage and handling of medical supplies and equipment in accordance with applicable requirements and MedGlobal procedures.

• Support the proper allocation and tracking of equipment assigned to field teams.

• Maintain effective working relationships with suppliers, transport providers, and other logistics service providers.

• Monitor supplier performance, delivery timelines, quality, and compliance with agreed specifications.

• Support the evaluation and selection of suppliers in accordance with MedGlobal procedures.

• Follow up on purchase orders, deliveries, invoices, and outstanding procurement issues.

• Escalate significant supplier performance issues, delays, or risks to the Project Manager and relevant management staff.

• Coordinate closely with the Project Finance Coordinator to ensure procurement and logistics expenditures are properly documented and aligned with approved project budgets.

• Monitor procurement commitments and expenditures related to assigned activities and flag potential budget variances.

• Ensure that procurement documentation is complete, accurate, traceable, and available for internal or external review.

• Support compliance with CBPF requirements related to procurement, expenditure eligibility, documentation, and audit readiness.

• Ensure that procurement decisions are transparent, appropriately authorized, and supported by required documentation.

• Identify and communicate procurement or logistics compliance risks to the Project Manager and relevant management.

• Coordinate logistics requirements with Project Coordinators and field teams across the five project departments.

• Support the operational planning of mobile health brigades and other field activities.

• Coordinate with local suppliers, service providers, health facilities, and relevant authorities when required for project operations.

• Support contingency planning for logistical challenges, including transportation constraints, supply shortages, delays, and changes to field schedules.

• Provide timely logistical updates to the Project Manager and contribute to project planning meetings.

• Support coordination between Procurement, Finance, Programme, Medical, and

Administration functions.

• Maintain accurate and up-to-date procurement and logistics records.

• Prepare regular procurement and logistics updates for the Project Manager and relevant management.

• Track procurement requests, purchase orders, deliveries, pending items, and outstanding actions.

• Maintain documentation required for project reporting and donor compliance.

• Contribute relevant procurement and logistics information to project and donor reports.

• Support internal reviews, audits, monitoring visits, and other compliance processes as required.

• Identify and report procurement, supply chain, logistics, and operational risks that may affect project implementation.

• Promote transparency, accountability, value for money, and ethical conduct throughout procurement processes.

• Comply with MedGlobal’s Code of Conduct, safeguarding, anti-fraud, anti-corruption, and conflict-of-interest policies.

• Maintain confidentiality of supplier, financial, operational, and project information.

• Report safeguarding, protection, fraud, misconduct, or other concerns through the established MedGlobal reporting mechanisms.

• Perform other duties related to procurement and logistics as assigned by the Project Manager or Country Director.

Should have the following skills, education, and experience:

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Logistics, Supply Chain Management, Procurement, Business Administration, International Business, Operations Management, or related fields.

• At least 3 years of relevant professional experience in procurement, logistics, supply chain, or operations management.

• Previous experience working with NGOs, humanitarian organizations, international organizations, or donor-funded projects.

• Demonstrated experience managing procurement processes, supplier relationships, logistics coordination, and inventory or asset management.

• Experience coordinating logistics for field-based activities, preferably in humanitarian, health, community, or mobile-service contexts.

• Experience managing procurement and logistics across multiple locations is highly desirable.

• Knowledge of procurement principles, competitive quotation processes, supplier evaluation, documentation, and compliance requirements.

• Experience coordinating the procurement and logistics of medical supplies, equipment, or health-related materials is highly desirable.

• Strong organizational, planning, negotiation, and problem-solving skills.

• Strong attention to detail and ability to maintain accurate documentation and records.

• Ability to coordinate effectively with Finance, Programme, Medical, HR/Admin, and field teams.

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

• Intermediate English proficiency (minimum B1 level) is required.

• Fluent Spanish, both written and spoken.

• Willingness and ability to travel frequently to project intervention areas across Colombia.

• Previous experience with CBPF-funded projects or other humanitarian pooled funds.

• Experience with donor compliance, procurement audits, or financial documentation requirements.

• Experience working in remote, rural, Indigenous, ethnic, or other hard-to-reach communities.

• Knowledge of Colombian procurement, transportation, logistics, and occupational safety requirements.

• Experience with inventory management or logistics/ERP systems.

• Experience supporting mobile health teams, medical brigades, or humanitarian health operations.

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MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals from diverse backgrounds.

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

• Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.

• Provide a positive and valued experience for those receiving services within and outside MedGlobal.

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work. MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.