Logistics & Procurement Service Provider Firm-Kenya

1. 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.

2. 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.

3. 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

3. Scope of Work

3.1 Procurement Management

The firm shall:

• 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

3.2 Logistics and Supply Chain Management

The firm shall:

• 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

3.3 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)

3.4 Documentation and Reporting

The firm shall:

• 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

4. 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

4. Duration of the Assignment

The assignment will be for a period of one Year, subject to initial performance review after 3 months,

6. 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.

7.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

8. Minimum Qualifications

The firm must:

• Be legally registered and licensed
• Have at least [X] 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

9. Compliance and Ethical Standards

The firm shall:

• Adhere to ethical procurement practices
• Avoid conflicts of interest
• Comply with all applicable laws and regulations
• Uphold confidentiality and data protection
• Comply with SFCG procurement policy and prepare and share complete documents.
• SFCG will have access to all records
• Comply with SFCG code of conduct
• Allow SFCG to allow review of controls surrounding procurement operations

10. 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

11. Risk Management and Insurance

The firm shall:

• Identify potential supply chain risks
• Implement mitigation measures
• Ensure goods in transit are insured
• Provide contingency plans for delays or disruptions

12. 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

13. 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

The deadline for application will be on July 3, 2026.

Applications to be sent through: kenyaprocurement@sfcg.org or on the UKG Portal. Attach Company Profile, copies of Registration Certificate, KRA PIN, Tax Compliance Certificate and recommendations for at least 3 INGOs that similar services have been provided and other relevant documents.

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