Lwala Community Alliance (Lwala) is a community-led organization operating in Migori County and other parts of Kenya. The transport and related operations system are critical enablers of the organization’s mission, supporting health service delivery, community outreach, logistics, and staff mobility. In view of increasing operational demands and resource stewardship, Lwala seeks to engage the services of a consultant to strengthen its operations systems. While referencing the recommendations from a recent transport audit, the consultant shall help the organization to design, strengthen, and operationalize efficient, transparent, and scalable transport systems that align with Lwala’s operational needs and compliance requirements
2. Period covered. Six months upon contract signing
The majority of work will be performed in Migori county at Lwala Community Hospital or Rongo satellite offices. Lwala will provide accommodations and transportation to/from worksites for the period of engagement.
● Review and update of policies and procedures
○ Review and update the Transport and Safety Policy (Nov 2024) to meet the current and future needs of the organization.
○ Update the procurement policy to align with current practices.
● Transport requisition and approvals
○ Create and implement auditable systems for requisitions and approvals
○ Set up and implement auditable systems accounting for transport resources.
○ Develop systems for assigning and tracking costs to various user departments.
○ Develop and implement tools for expense tracking and dashboards for visualizing costs.
○ Develop and implement systems that ensure cost containment, minimize waste and ensure efficiency in use of transport resources.
○ Work with service providers in development and rollout of transport module in Microsoft Business Central ERP
● Service delivery and vendor management
○ Review list of pre-qualified vendors and ensure their compliance with Lwala policies, safety of users and other regulatory requirements.
○ Review fleet (internal & external) and ensure compliance with policy safety requirements.
○ Develop content for regular refresher training for drivers and vendors
● Fuel card usage system
○ Review SOPs for issuance and usage of fuel cards
○ Create and implement a system for tracking and reporting fuel utilization and reporting that ensures individual user accountability.
○ Develop and implement systems for ensuring efficiency and cost containment in fuel usage.
● Documents and Record Keeping
○ Create and implement systems for transportation documentation handling
○ Train staff on proper documentation and archiving in retrievable formats
● Training of Staff
○ Following the implementation of the recommendations given, work with the operations manager and team to train on new systems and procedures
● Service delivery
○ Re-imagine transport delivery systems for the organization
○ Propose and pilot approved options for transportation and logistics services for the organization that can work at scale.
○ Recommend most cost-efficient options for transport provision.
5. Expected Outputs
The consultant will be expected to deliver
● An inception report with work plan and methodology
● An updated Transport & Safety Policy
● An updated Procurement Policy (transport-related sections)
● Fully developed transport requisition and approval system
● ERP transport module inputs and implementation support documentation
● Vendor assessment and compliance report
● Fuel management system and tracking tools
● Documentation and record-keeping framework
● Training materials and completed training sessions
● Pilot report on proposed transport solutions
● Final consultancy report where all audit recommendations have been implemented.
● The selected consultants should have:
○ Experience in creation of logistics or fleet management systems for organizations with dispersed teams.
○ Understanding of NGO transport, logistics and procurement systems.
○ Experience in training and coaching staff
○ Strong analytical and report writing skills.
○ Knowledge of Kenyan transport law (The Traffic Act and other regulations).
○ Experience leading complex logistics in large NGOs will be an added advantage.
The successful consultant shall come into contact with confidential business information of Lwala. Accordingly, they will be required to adhere to data protection policies and sign a non-disclosure agreement as part of this agreement. In addition, the consultant will be required to agree to Lwala’s safeguarding policy.
8. Submission Deadline
Interested and qualified parties are invited to submit their application letter and CV as one document to procurement@lwalacommunityalliance.org
The last date of receiving applications which will be reviewed on a rolling basis is 5th May 2026.
Lwala Community Alliance is an equal opportunity employer and does not ask for fees at any stage of the recruitment process. Successful candidates must abide by Lwala’s Anti-Fraud & Bribery Policy and Safeguarding Policy, including protection of children and vulnerable adults.
