FH ASSOCIATION RWANDA (Food for the Hungry)
PO BOX 911 Kigali, Rwanda
VACANCY ANNOUNCEMENT
PROCUREMENT OFFICER
ABOUT FOOD FOR THE HUNGRY (FH)
FH Association (Food for the Hungry) is an International Christian, Relief and Development organization with a vision “All forms of Poverty ended worldwide” and a mission; “Together we follow God’s call responding to human suffering and graduating communities from extreme poverty”. FH Rwanda operates in Kamonyi, Ruhango, Muhanga, Gatsibo, Nyagatare, and Ngororero districts and is looking forward to expanding its interventions in Karongi. Our Head Office is located at Umuyenzi Plazza, 2nd Floor, Kisimenti – Remera.
We are seeking to hire a qualified, dedicated, and experienced Rwandan National for the “Procurement Officer”. The position holder shall be based in Kigali Office with limited travels to the field and reports to the Logistics Coordinator.
PURPOSE OF THE POSITION
The Procurement Officer is responsible for overseeing procurement services to ensure required supplies of commodities, facilities, and service needs for program activities are mobilized efficiently and in a timely manner. He/she will liaise closely with all Departments and Clusters to ensure smooth implementation of activities at Head Office and in the field in adherence to the laid down tender policies and procedures.
MAIN KEY RESULTS
Key Result #1 – Support and lead in the Procurement Processes of FH Services and goods – 60%
- Ensure that FH Rwanda’s policies that relate to tender and procurement are in compliance with the country and Global Procurement framework.
- Undertake the tendering, evaluation, placement, and monitoring of a portfolio of FH Rwanda’s contracts.
- Ensure transparent and competitive procurements are conducted and properly documented as required and in compliance with FH Rwanda and donors’ requirements;
- Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards
- Ensure that all resources are utilized effectively and efficiently and that all employees fully adhere to FH Rwanda procurement manual.
- Speed the purchasing and acquisition of all goods and services needed by the Organization to both sustain staff in multiple locations, and enable continuous operation of field activities.
- As primary contact point with vendors, obtain price quotes, negotiate, write, and manage contracts. Write and manage Purchase Orders, manage competitive bidding.
- Lead in the process of pre-qualification of suppliers for goods and services
- Prepare tender adverts in a timely manner and support in the preparation of procurement contracts
- Assist users in finding potential sources and cost estimates for required materials.
- Ensure anti-corruption and fraud mitigation strategies including the internal control framework are implemented.
Key result #2 – Act as FH Rwanda point of reference in Odoo online Procurement system – 20%
- Provide technical support and training to other users in aspects related to Odoo FH online procurement
- Process FH procurement using the Odoo online procurement systems while tracking all purchase requisitions, quotations, tender analysis, Purchase orders/Contracts quotations, goods received notes and invoices and ensuring that information is accurately recorded and all support documents are scanned and uploaded into the system in a timely manner
- Keep a track record of all purchase requests that is easy to retrieve and share with budget owners
- Work closely with relevant departments in the procurement of goods and services, resolve and address procurement issues in a timely manner.
Key result #3 – Documentation and stock management -10%
- Ensure proper filing of tender documents that include contracts, requisitions, tender adverts, tender analysis reports, etc. to ensure timely payment of suppliers; Keep updated the quarterly list of Suppliers and Vendors for Financial statement purposes.
- Provide technical guidance in monitoring stock levels and stock management in general.
- Support in maintaining an accurate inventory of all project equipment and its source/purchase, including office equipment, computers, electronics, communications equipment, power equipment, and vehicles.
- Support in maintaining appropriate levels of inventory of consumable goods necessary to sustain program staff in various locations.
Key Result # 4- Support in driving errands- 10%
- Ability to drive him/herself, staff, and FH guests within Kigali and FH areas of operations.
JOB REQUIREMENTS
- A Bachelor’s degree in Procurement, Logistics, or Supply Chain Management.
- Minimum 3 years of experience in project procurement and tender process management within an INGO.
- 3 years driving experience, Class B
OTHER ESSENTIAL REQUIREMENTS
- Vibrant personal relationship with Jesus Christ, a Christian commitment to serving the poor and in full agreement with FH’s Christian beliefs expressed in The Heartbeat.
- Proficient in Microsoft Office Suite and ERP systems
- Strong analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
- Strong IT and computer skills and ability to work with computers for long hours
- Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
- Ability to work well under pressure and in response to changing needs.
- Excellent written and verbal communication skills
- Highly organized and able to multi-task
- Experience with an online procurement system
- Understands the prequalification process and importance
- Valid Driving license, Class B
HOW TO APPLY
Interested and qualified candidates should fill in the Job Application Form and attach their cover letter and updated CV/Resume with three professional referees (including email address and day telephone contacts), not later than Monday 28th February 2022 using the following link: http://41.216.97.161/fhrwjobs
Note:
- Only shortlisted candidates will be contacted
- If any issues are experienced, please contact us separately at rwanda@fh.org
FH Safeguarding Policy
FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
Done at Kigali on 16th February 2022
