Procurement Officer job in Rwanda

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POSITION ANNOUNCEMENT
Rwanda Country Programme, Kigali Rwanda

BACKGROUND:
Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We work together, with partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. Save the Children works in thirteen districts in Rwanda with a current staff complement of approximately 94 staff.
SC Rwanda Country Office seeks to hire qualified, committed and experienced nationals to fill the following position.
Logistics Officer – Rwanda Programme
Place of Work: Kigali

Reports to:
Staff directly reporting to this post: Logistics Coordinator
None

Tentative start date: Mid – September 2015.

PURPOSE OF POSITION:
Based in Kigali, theProcurement Officer will offer support to the logistics staff at the country office and in the field offices. The Procurement Officer is responsible to the Logistics Coordinator for supporting improvements and providing management in procurement functions including asset management. The post holder will ensure compliance with the organization’s policies and procedures, implementation of internal and external procurement requirements and offer training to other staff.

KEY AREAS OF ACCOUNTABILITY:
• Ensure understanding and implementation of the full compliance with SCI Minimum Operating Standards (MOS) for procurement management including recommending remedial action and implementing action plans where standards are not currently met
• Review procurement plans to ensure timely completion of program activities
• Ensure systems in place to monitor pipeline and procurement expenditure on a monthly basis and finance monthly payment projections
• Ensure programme compliance with internal control procedures
• Assist the field logistics officer in ensuring smooth implementation of the procurement systems and procedures in the field office.
• Carry out sensibility and control checking of field office procurement systems and procedures to the country office and recommend improvements where necessary.
• Manage procurement requirements of the program; implement procurement as per approved guidelines, procedures and forms (Purchase Orders, Goods Received Notes, etc.)
• Check the availability and prices of requested items in the local market; liaise with program staff if procurement must be conducted there.
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
• Prepare monthly summary reports on the procurement and logistics support functions; identifying problems in operations and solutions proposed
• Monitor procurement costs in liaison with the Finance Department to ensure that expenditures remain within approved budgets.
• Support in Supplier selection, Supplier appraisal and contract formation
• Ensuring that all Supplies, services and equipment required are delivered in time.
• Produce weekly procurement tracker and Asset and Inventory report and send it to program staff.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Manage Procurement as delegated by the line manage.
Training
• Ensure that country office and field staff are fully trained and knowledgeable about the procurement requirements of SCI global manual and any local procedures
• Ensures that any donor requirements that affects the procurement procedures are notified to staff in time.
Audit function
• Verify the adherence of set policies and procedures with regard to procurement, suppliers relations, Gifts in Kind and other upcoming required tasks
• Help in the preparation of Rwanda Country Office (CO) for audit readiness
• Support in the implementation of internal and external audit recommendations at the CO and in the field office.
Leadership and team management
• Ensure effective coordination, regular communication and understanding within Logistics department and with the other departments by providing advice and mentoring.

QUALIFICATIONS AND EXPERIENCE
Essential
• Bachelor’s degree or diploma in procurement, supply chain management or related field
• SCI or other similar INGO procurement management, business administration or related area experience
• Prior experience in procurement in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments
• Proven experience in procurement management and asset management
• Minimum of 3 years’ experience in a similar role
• Experience of working in remote field bases with limited infrastructure
• Experiencing in managing and supervising others in procurement
• Ability to synthesize and analyze information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Cultural awareness, with strong written and spoken communication and interpersonal skills
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
• Ability to present complex information in a succinct and compelling manner
• Fluent in English, both written and oral and Kinyarwanda is a major advantage
• Commitment to Save the Children values.
Desirable
Technical experience/knowledge in specific types of humanitarian intervention e.g. Child protection, Education, supply chain.

Interested candidates should send an application letter plus an updated Curriculum Vitae in English, including 3 names of professional referees to mailto: [email protected] The deadline for receiving applications is 11th September 2015.
*Note that only shortlisted candidates will be contacted.

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