Procurement and Logistics Officer

Job Summary

Procurement and logistics deal with the process of acquiring, buying goods, services, or works from an external source, often via a tendering or bid process for the efficient coordination and management of procurement function. Procurement involves sending POs, maintaining rate contracts, regular follow-ups with vendors for delivery of material. Procurement Officer must be able to efficiently procure program supplies, services, and equipment, whilst ensuring best practices, records, and maintaining audit-compliant processes.

Primary Duties & Responsibilities

• Prepare Purchase Requisition (PR) and conduct Bid Analysis of suppliers, receipt of quotations, bids or proposals, their evaluation, negotiation on certain amendments/ conditions of contracts in full compliance with Rwanga Foundation’s regulations.
• Handle procurement of goods in accordance with Rwanga guidelines in coordination with project staff (preparing PR, RFQ, RFP, ITB, PO, etc.).
• Keep track of quality, quantity, stock levels, delivery times, transport costs, and efficiency.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying receipts.
• Ensure operation of equipment by completing preventive maintenance requirements, maintaining equipment inventories, evaluating new equipment and techniques.
• Manage fleet movements, maintenance, and repairs, fuel supply, accident reports as well as ensure proper insurance coverage and safe running conditions of vehicles.                                                                             
• Plan, coordinate and communicate with the relevant requesting staff/programs regarding the supplies, services, and equipment delivery in time.
• Coordination with the Finance, Admin, and Program departments to ensure integrated internal controls, and timely payment of vendors in compliance with auditable support documentation.
• Visit suppliers (company site, stores, and/or production facilities) to collect information and support the due diligence process regularly.
• Handle service and consultant’s contracts in accordance with Rwanga guidelines in coordination with direct Supervisor (preparation of consulting contracts, service provider agreements, etc.).
• Ensure to follow, implement, and maintain a clear, transparent standard of Rwanga procurement policies and procedures.
• Conduct Bid Analysis of suppliers, receipt of quotations, bids or proposals, purchase orders, evaluation of amendments/conditions of contracts in full compliance with Rwanga Foundation regulations.
• Maintain suppliers/vendors’ information database for current and update new referrals.
• Sourcing and replenishing Office supplies for the Foundation whenever the need arises.
• Implement procurement sourcing strategy, vendor selection and evaluation, quality management, and performance measurement in line with Rwanga’s procurement policy.
• Follow through the procurement process until the delivery is completed with an appropriate quality check of goods.
• Provide resolving advice to the procurement committee to any questions and clarifications in the procurement processes.
• Perform any other ad hoc duties as and when assigned by the direct Supervisor
• Occasionally traveling off-site to deliver reports or files to other departments.
• Submit timely reports and prepare presentations/proposals as assigned.
• Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
• Overseeing the maintenance of office facilities, and equipment.
• Assist colleagues whenever necessary and perform other relevant duties when needed.

Knowledge, Skills & Abilities

• Proficiency in the use of computers for Word, Excel, PowerPoint, Outlook, etc.
• A bachelor’s degree in business and with the ability to write and speak in English and Kurdish, Arabic is a plus.
• Ability to work consistently and under pressure.
• Ability to establish priorities and to plan, coordinate, and monitor work plans.
• High attention to detail with good negotiating skills with the suppliers.
• Demonstrated ability to develop and maintain effective working relationships within the team.
• Outstanding knowledge of procurement of goods and services procedures.
• Ability to relate with all levels of personnel and with people of diverse cultures.
• Well organized, able to work independently and for long (sometimes unscheduled) hours to meet deadlines.
• Able to operate effectively under pressure.
• Rapidly perform situation assessments, respond quickly and affectedly as required.
• Ability to manage conflicting priorities.

Reporting & Monitoring

• Maintain, file, and organize procurement documentation.
• Generate and/or maintain a pre-qualified vendor database.
• Generate and/or maintain a comprehensive price list for goods, services, and equipment purchased.
• Coordinate with the Finance for routine/pending cash/payment.
• Conducting assessments, information gathering, analyzing data, and preparing comprehensive reports about office activities supported by presentations if required,
• Attention to detail and high level of accuracy,
• Provide ad hoc and regular reports including progress, monitoring, analysis, and recommendations on a regular basis to the direct supervisor.

Working conditions

• Flexible with working hours, working during holidays and under pressure,
• Flexible to attend meetings, conventions, training, and workshops outside duty station,
• Perform quality work within deadlines with minimum supervision.
• Able to travel within the country and overseas.

HOW TO APPLY

• Application closing date:(12^th March 2022)
• Applicants should submit their CVs with cover letter to ([email protected])
• Please mention the vacancy title: [RF29 – Procurement and logistics Officer] in the subject box of your email.
• Email after the closing date will not be considered.
• Potential candidates for the post will be contacted for an interview and processed according to Rwanga Foundation HR policies and procedures.
• Only short-listed candidates will be contacted for interviews