CARE RELIEF AID ORGANIZATION (CRO)

TERMS OF REFERENCE (ToR)

Position: Procurement & Logistics Officer (Volunteer)

Organization: Care ReliefAid Organization (CRO)

Position: Procurement & Logistics Officer (Volunteer)

Location: Nigeria Employment Type: Volunteer

Duration: Initially volunteer-based; subject to project availability and funding

Remuneration: Unpaid volunteer position at this stage. Compensation or project-based engagement may be considered when funding is secured.

Reports To: Head of Programmes / Executive Director

1. Organizational Background

Care ReliefAid Organization (CRO) is a strictly women-led, community-driven humanitarian and development organization committed to improving the lives of vulnerable populations through inclusive, rights-based, and sustainable interventions.

Founded on the principles of dignity, equity, and social justice, CRO works at the frontline of crisis response and long-term development, with a strong focus on women, girls, children, youth, and persons with disabilities.

CRO believes that empowering women to lead humanitarian and development action results in more responsive, accountable, and transformative programs for communities. The organization places women and girls at the center of solutions while ensuring that no one is left behind.

2. Purpose of the Position

The Procurement & Logistics Officer (Volunteer) will support CRO in establishing and maintaining effective procurement, logistics, inventory, asset, and supply-chain systems. The position will contribute to ensuring that procurement and logistics activities are transparent, cost-effective, timely, compliant with organizational procedures, and aligned with donor and humanitarian standards.

The successful candidate will support the organization in preparing for and managing procurement and logistics requirements for current and future projects, including proposal development, project start-up, implementation, and close-out. 3. Key Responsibilities

Procurement Management

• Support the development and implementation of procurement plans for organizational and project activities.

Assist in identifying and maintaining a database of reliable and qualified suppliers and service providers.

• Obtain and document quotations in accordance with CRO procurement procedures.
• Prepare purchase requests, requests for quotations, bid analysis/comparison documents, purchase orders, and other procurement documentation.
• Support transparent and competitive supplier selection processes.
• Conduct basic market assessments and price checks to ensure value for money.
• Maintain complete and properly organized procurement files and records.
• Support the preparation of procurement documentation for donor-funded projects.
• Ensure procurement processes comply with CRO policies and applicable donor requirements.  Support supplier communication, follow-up, and delivery tracking.

Logistics Management

• Support planning and coordination of logistics for meetings, trainings, workshops, distributions, assessments, and field activities.
• Coordinate the movement and delivery of project materials, supplies, and equipment.
• Assist with transportation arrangements and field movement planning.
• Support vehicle scheduling, trip documentation, and movement records where applicable.
• Assist in ensuring that project locations have the required materials and supplies in a timely manner.
• Support the management of office and field logistics arrangements.

Inventory and Asset Management

• Maintain accurate inventory and stock records for organizational and project assets and supplies.
• Support regular physical verification of assets and inventory.
• Maintain asset registers and ensure proper documentation of asset movements and transfers.
• Monitor stock levels and support timely replenishment.
• Assist with stock-taking and reconciliation exercises.
• Report damaged, lost, obsolete, or expired items to management.
• Ensure proper filing of goods received notes, waybills, dispatch notes, and related documentation. Compliance and Documentation
• Ensure procurement and logistics records are complete, accurate, and easily retrievable.
• Support internal and external audits by providing required procurement and logistics documentation.
• Ensure segregation of duties and appropriate approval processes are respected.
• Identify potential procurement and logistics risks and bring them to management’s attention.
• Support compliance with CRO’s Code of Conduct, safeguarding, anti-fraud, conflict-of-interest, and accountability requirements.

Proposal and Project Start-up Support

• Provide procurement and logistics inputs into concept notes, proposals, budgets, and project workplans.
• Support the preparation of procurement forecasts and procurement plans during project start-up.
• Assist programme teams in estimating realistic costs for goods, services, transportation, and other logistics requirements.

Support project teams in developing procurement timelines aligned with implementation plans.

4. Expected Deliverables

The Volunteer Procurement & Logistics Officer will contribute to:

• Updated supplier/vendor database.
• Procurement plans and procurement trackers.
• Properly documented procurement files.
• Comparative bid analysis and quotation documentation.
• Updated asset and inventory registers.
• Stock and inventory reports.
• Logistics and transportation records.
• Procurement inputs for project proposals and budgets.
• Procurement and logistics reports for management.
• Improved readiness of CRO’s procurement and logistics systems for funded projects. Qualifications and Experience

Minimum Requirements:

• Bachelor’s degree or equivalent qualification in Procurement, Supply Chain Management, Logistics, Business Administration, Management, or a related field.
• At least 1–3 years of relevant experience in procurement, logistics, supply chain, administration, or humanitarian/development operations is desirable.
• Experience working with NGOs or humanitarian organizations is an advantage.
• Good understanding of procurement principles, supplier management, inventory control, and logistics processes.
• Good computer literacy, particularly Microsoft Word and Excel.
• Strong organizational and documentation skills.
• Ability to work independently and manage multiple tasks.
• Good communication, negotiation, and interpersonal skills.
• High level of integrity, confidentiality, and attention to detail.

6. Desirable Skills

• Knowledge of NGO and donor procurement requirements.
• Experience with humanitarian procurement and logistics.
• Experience developing procurement plans and trackers.
• Familiarity with procurement thresholds, quotation processes, bid analysis, and vendor due diligence.
• Knowledge of inventory and asset management systems.
• Ability to work effectively in a multicultural and multidisciplinary environment.  Willingness to support field activities when required.

7. Core Competencies

The successful candidate should demonstrate:

• Integrity and accountability.

Transparency and professionalism.

• Attention to detail.
• Planning and organizational ability.
• Problem-solving skills.
• Effective communication.
• Teamwork and collaboration.
• Negotiation and supplier-management skills.
• Commitment to humanitarian principles.
• Commitment to gender equality, inclusion, safeguarding, and the dignity of affected populations. Volunteer Engagement and Remuneration

This is an unpaid volunteer position at the current stage of CRO’s organizational development. The position is being established to strengthen CRO’s operational capacity and preparedness for upcoming humanitarian and development opportunities.

There is currently no salary, stipend, or financial remuneration attached to the position. However, where CRO secures funded projects requiring procurement and logistics personnel, the organization may consider transitioning the volunteer engagement into a paid project-based or employment position, subject to available funding, project requirements, and organizational procedures.

CRO will provide the volunteer with an opportunity to gain practical experience in NGO procurement, logistics, project start-up, donor compliance, and humanitarian operations.

9. Safeguarding and Code of Conduct

The Procurement & Logistics Officer will be expected to comply fully with CRO’s policies and standards relating to:

• Child safeguarding and protection from sexual exploitation and abuse (PSEA).
• Prevention of sexual harassment and abuse.
• Protection of vulnerable and affected populations.
• Anti-fraud and anti-corruption.
• Conflict of interest.
• Confidentiality and responsible information management.
• Code of Conduct.
• Gender equality, diversity, and inclusion.

Any form of exploitation, abuse, harassment, discrimination, fraud, corruption, or conflict of interest will not be tolerated.

10. Application Process

Interested candidates should submit via this link: https://forms.gle/zXY5afvqicq1SB8m8

Deadline for Application is on 30^th September 2026