Procurement and Logistics Coordinator

Applications will only be accepted if all essential criteria is addressed and in a separate cover letter and submitted with CV via Seek. 

Recruitment Timeline:

  • Closing July 6th 2020
  • Interviews July 8-10th 
  • Induction commencing July 13-18th 
  • Role commencing July 20th 

Cahoots will be flexible on timeline for the right candidate, however filling this essential role is a priority.

Role Benefits:

  • Agile, innovative, supportive and inclusive team who embrace diversity and work collaboratively to achieve positive outcomes and tangible social impact. 

  • Flexible working arrangements 
  • Salary packaging

Organisation Description 

Cahoots (previously known as Kids Camps) is a leading not for profit charitable organisation that has served the West Australian Community since 1982.  

Today, we are a mission-driven, customer-focused profit for purpose community organisation, delivering inclusive services across Western Australia. 

Together with our partners, we provide inclusive opportunities for children and young people living with disability, and others who face exceptional challenges, whilst offering support for their families and carers. In everything that we do, we help people reach their full potential. 

Cahoots Mission: To create inclusive opportunities for children and young people living with disability, and those facing exceptional challenges, and to develop friendships, skills and confidence. 

Respect, Trust, Inspire, Collaborate and Celebrate are the values which guide our work. 

Cahoots delivers a wide range of inclusive camps and programs in Western Australia including: 

  • Programs for children (5-18yrs) 

  • 18+ Programs  

  • Camping programs 

  • High Support (1:1) 

  • Access and Inclusion consultancy  

  • Other inclusive services to support the community we serve.  

Cahoots is a community based not-for-profit service provider. We are committed to community development which is reflected within our vision statement: 

An inclusive community where children and young people living with disability, and others that face exceptional challenges, reach their full potential and where families and carers are supported. 

Position Summary 

The Procurement and Logistics Coordinator (PLC) is accountable to the Rec Services Team Leader. This role is integral to the effective functioning of Cahoots through efficient management of procurement, logistics and bookings for all services, including overnight camps, day programs and events. The PLC will work directly with the entire Cahoots services team then liaise and negotiate with external agencies and suppliers to support the ongoing sustainability and quality of Cahoots. PLC will be responsible for managing procurement, logistics and logistics for all Cahoots services and events. 

The role will oversee Cahoots rec services (all camps and programs) in the Perth Metro Area, South West Region and future locations, for all Rec Service participant groups, including: 

  • Kids (5-11 years) 

  • Teens (12-17 years) 

  • Young Adults (18+) 

  • High Support (Behavioural and Medical supports)  

  • Aboriginal and Torres Strait Islander families  

  • Partnerships Orgs. (Rec Services specific)  

Key functions of the role are: 

  • Discovering best suppliers, through research and planning, and initiate procurement partnerships 

  • Complete pricing comparisons and negotiations to ensure Cahoots receives the best pricing and terms 

  • Coordinating logistics and bookings of all services (including accommodation, venues, transport, catering, activities) 

  • Developing and implementing efficient processes to continuously improve Cahoots procurement, supplier, logistics and bookings functions 

  • Manage communications and data for all suppliers  

  • Building and maintaining relations with external service providers 

  • Actively seeking partnerships with Cahoots service suppliers to save spending, increasing sustainability.  

This role works closely with all recreation services team to ensure all services are delivered at a high quality, meeting participants and families needs and goals, through using quality facilities and suppliers.  

Whilst most of the roles responsibilities are focused on Rec Services, the role will provide support to other service areas within Cahoots through planning and delivery of procurement, logistics and bookings functions.   

Duties and Responsibilities  

Please note:  

  • Below responsibilities are ordered in line with importance for Cahoots currently, though may change as the role and the organisation evolves, and. 

  • Amount of time dedicated to each responsibility is indicated by the percentage.  

As this is a new role, it will continue to develop and evolve, with your input and feedback as a key influence on how the role and the entire organisation continues to evolve. 


Procurement 30% 

  • Complete pricing comparisons and negotiations to ensure Cahoots receives the best pricing and terms 

  • Build and maintain relationships with suppliers 

  • Work with Partnerships Manager to improve relationships and reduce overall costs by receiving discounts and in kind support from suppliers  

  • Coordinate tenders and or quotes for procurement of all services, ensuring best pricing and quality is received and maintained  

  • Develop, document, and implement efficient processes and robust policies to continuously improve Cahoots procurement and supplier functions- review and update all policies and processes regularly 

  • Coordinate the ordering and delivery of necessary goods and services 

  • Researching and evaluating prospective suppliers 

  • Preparing budgets, cost analyses, and reports to improve decision making and quality of services  

  • Limit the risk of unfavourable events through analysis of data and information, and prepare control strategies 

  • Perform risk management for supplier contracts and agreements (both new and existing)  

  • Control spend and build a culture of long-term saving on procurement costs 

  • Support the team through ongoing learning and development, sharing knowledge relating to area of expertise 

  • Ensure all supplier, and venue records are up to date in the CRM 

Service Logistics 70% 

  • Work with Rec Services team to understand, scope and manage bookings and procurement requirements for annual calendar of services and events.  

  • Develop, document, and implement efficient processes and robust policies to continuously improve Cahoots logistics and bookings functions review and maintain all policies and processes regularly  

  • Work with team to actively seek areas for service improvement and development, contributing to overall smooth and efficient delivery of safe, inclusive services.  

  • Research, plan, document and communicate all logistics for rec services  

  • Assess risks involved with venues and other service logistics and create risk management plans to ensure safety of participants, customers, and Cahoots team members. 

  • Prepare safety plans, risk management plans and other documentation relevant to venues and other service suppliers to relevant team members 

Financial Administration (10%) 

  • Ensure all supplier related invoices are approved and signed before submitting to finance.  

  • Adhere to, and exceed (where possible) budget parameters for all expenses  

  • Provide updated costings in line with annual Cahoots budgeting and quarterly reforecasts.  

Program/Camp Facilitation/Support 10%  

  • Facilitate or support metro and regional programs and camps to the highest quality adhering to all Cahoots policies, procedures and standards 

  • Prioritise participants needs and goals when planning and delivering all camps and programs 

  • Coordinate support staff and volunteers while on camps and programs, providing leadership, training, guidance and support.  

  • Lead by example constantly whilst representing Cahoots 


General Administration 

  • Ensure general office procedures are maintained to effectively manage information and resource distribution and collection in order to support excellent service provision to individuals both internal and external to Cahoots. 

  • Pro-actively invest effort in personal and professional reviews and development, seizing opportunities for cross training and skill sharing.  

  • Utilise policy and community developments to positively influence job outcomes and service delivery. 

  • Individual Commitment  

  • Embrace and integrate Cahoots Vision, Mission and Values into all aspects of the role. 

  • Maintain a professional approach in all aspects of the role. 

  • Follow Cahoots conditions of employment, organisational policies and procedures and associated legislative requirements. 

  • Communicate and respond to communication in a timely and professional manner, meeting all deadlines.  

  • Other duties as delegated by the Rec Services Team Leader.  

Requirements / Qualifications 


  • Great attitude and a desire to learn (growth mindset) 

  • Minimum two years experience as Procurement Officer, (or similar role) in events, tourism, sport, recreation, or similar industry.  

  • Minimum two years experience coordinating logistics for events or similar.  

  • Knowledge of sourcing and procurement techniques as well as a proven ability in reading the market 

  • Strong communication and negotiation skills. 

  • Good knowledge of supplier contracts, agreements and terms / conditions 

  • Aptitude in decision-making focused on positive outcomes for organisation and customers  

  • Experience in collecting and analysing data and information to inform business management and service delivery decisions 

  • Proficiency in Microsoft Office and purchasing software. 

  • Good analytical and strategic thinking skills. 

  • Attention to detail. 

  • Understanding of and experience working with risk management (ISO31000) health and safety standards. 

  • Understanding of and experience working with quality standards and ISO9001 compliance.  

  • Accountability to work autonomously and actively improve department KPIs  

  • Demonstrated flexible, energetic and self-motivated approach to planning and implementing daily work schedule to meet goals and timelines. 

  • Demonstrated commitment to inclusion and collaboration.   

  • National Police Check and Working with Children Card 


  • Degree in accounting, business management or a similar field. 

  • Experience working in recreation services, both mainstream and disability sector.   


Safeguarding Children and Adults at Risk  

In addition to meeting your core functions, duties and responsibilities as outlined above, you are also required to meet the behaviour standards outlined in our Code of Conduct, as well as comply with all aspects of our Safeguarding Children and Vulnerable People Policy and Procedures. You will receive a copy of the Guidelines, Policy and Procedures during your induction process. The main responsibilities of your position at Cahoots with regards to Safeguarding Children and Adults at Risk are as follows: 

  • Promote a welcoming and safe environment for children and all people. 

  • Promote the safety and wellbeing of children and young people to whom we provide services. 

  • Ensure that your interactions with children and vulnerable people are positive and safe. 

  • Provide adequate care and supervision of children and vulnerable people in your care. 

  • Act as a positive role model for children and young people. 

  • Report any suspicious concerns, allegations or disclosures of alleged abuse to management. 

  • Maintain valid Working with Children documentation. 

  • Undergo National Criminal History Checks at the discretion of management; the cost of this is to be paid by the employee. 

  • Report to management any criminal charges and convictions you receive during the course of your employment that may indicate a possible risk to children and young people. 

Conditions of Employment  

  • This position is in accordance with the Social Community, Home Care and Disability Industry Award 2010. 

  • Maintain mandatory qualifications / requirements. 

  • Able to work a flexible roster, including early mornings, nights and weekends. 

  • Attendance and active participation at Cahoots meetings and training when requested. 

  • The tenure of employment at Cahoots is dependent on the retention of the Cahoots state and government funding. 

  • Ordinary hours are 6.00am 8.00pm Monday to Sunday.  

  • Days off - at least two days off per week, four days off per fortnight or 8 days off per 28-day cycle 

  • Time off in Lieu of service (TOIL) will be offered for additional hours worked within reason above agreed working hours- prior approval from supervisor must be received. TOIL hours must be used within one month of accrual.  


Key Performance Indicators  


  • All logistics targets are met or exceeded for costs and timelines. 

  • Effective processes and robust policies (for both logistics/bookings and procurement) are developed, implemented and communicated with entire team, including regular reviews and updates as required.  

  • Accurate and timely reporting of all relevant matters to Rec Services Team Leader, escalating concerns only as required. 

  • All contracts and agreements are up to date and negotiated with best prices and terms for Cahoots achieved. 

  • Reduction in costs for overall service procurement including accommodation, catering, venues, merchandise, and transport.  

  • All supplier data is accurate and up to date in CRM. 


  • Committed to achieving the Cahoots Mission, Vision and Values. 

  • Committed to working as a member of the Cahoots staff team. 

  • Demonstrate an effective understanding of Cahoots programs and services, and work area operations. 

  • Understand our commitment to the community of WA and its residents. 

  • Employees are encouraged to participate in a minimum of two community engagement / strengthening volunteer events per annum. These may include: 

  • Volunteering at Programs  

  • Participating in Annual Fundraising Event   

  • Volunteering at Fundraisers  

  • Volunteering to attend Community, team building and social events

22/06/2020 $0 Perth 1 Manufacturing, Transport & Logistics
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