Job Title: Procurement and Logistics Officer
Reports to: Finance and Administration Manager- Water For People
Duty station: Water For People in Rwanda office
Supervision duties: Drivers
JOB SUMMARY:
Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems in developing countries. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.
Water For People is currently operating in 9 countries including Rwanda where Water For People is supporting WASH in the Districts of Rulindo, Kicukiro, Gicumbi, and Karongi.
The Procurement and Logistics Officer is responsible for the Procurement and Logistics to facilitate effectiveness and efficiency in coordination with the Finance and Administration Manager. S/he will work closely with the vendors/ service providers to ensure that Water For People procurements are compliant with both all Water For People policies and procedures.
ESSENTIAL JOB FUNCTIONS AND DUTIES:
Procurement
- Coordinate and facilitate procurement planning, including preparation of procurement plans. This work includes providing support to the Program staff in the preparation of project procurement plans.
- Implement proper procurement planning every year in coordination with relevant Teams to ensure cost-effective solicitation of goods and services.
- Work closely on contract management including:
- Prepare and manage contracts/ or purchase orders of all vendors.
- Follow up on ongoing contracts, and prepare contract addendum/ amendments if necessary
- Coordinate contracts termination process
- Check vendor’s invoices, delivery notes, and any other relevant documents verify them, prepare payment requests, and submit them for payment.
- Ensure the integrity and transparency of the procurement process and compliance and Water For People Financial Regulations and Rules and relevant internal policies.
- Check vendors’ Sanctions/ Anti-Terrorism search
- Assist the Procurement Committee in the role of Secretary to Tender evaluation reports, take minutes of contract negotiations, and assist program staff to prepare memos.
- Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise,
- Submit approvals agreements and contracts to the Finance and Administration Manager for review.
- Provide clarifications and advice on Water For People procurement procedures and practices; respond to queries about the status of delivery raised by the requisitioner and about payment and other matters raised by the suppliers.
- Prepare inputs to standard bidding documents for program activities.
- Prepare inputs as needed by the project for the recruitment of consultants (firms and individuals), procurement of other services (e.g: training and workshops), and the procurement of goods and small works.
- Procure goods and services following established procedures, ensuring proper implementation of individual procurements at each stage of the process, from advertising to contract award.
- Prepare, evaluate, and collate a shortlist of suppliers based on firm capabilities.
- Monitor procurement through regular updates of the procurement plans.
- Maintain working files and records; prepare correspondence related to procurement activities; seek legal advice where appropriate; prepare procurement progress reports.
- Complete filing and safe custody of the procurement documents.
- Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders.
- Guard all procurement records, emails/systems against unauthorized people by employing appropriate control.
- Maintain a proper and systematic archive system for procurement documents
- Check suppliers’/consultants’ invoices, delivery notes, and any other relevant documents verify them, prepare payment requests, and submit them for payment.
- Maintain current market knowledge by evaluation of technical data, price and payment terms, visits, and phone/e-mail interviews and contacts.
Logistics
- Provide logistical support to Water For People activities
- Assist Program staff with all traveling procedures: mission orders, flight tickets, booking of hotels, processing of expense claims, etc.
- Perform a wide range of Water For People support, for events and workshops contributing to the efficient and effective management of administrative and procurement activities.
- Arrange for routine equipment servicing or repairs when necessary and manage replacement plans.
- Maintain an updated organization asset registry.
- Transport management and delivery of all materials required in districts of operation.
- Ensure that all project vehicles are in excellent and road-worthy condition (insurance, tax, repair, maintenance, etc.)
- Manage vehicle logbooks (ensuring that each vehicle has a logbook, drivers fill the logbook at the end of each trip, checking the accuracy of the logbooks, etc.)
- Fuel management (including periodic analysis of fuel consumption for each vehicle to determine efficiency and perhaps abuse)
Others:
- Ensure that drivers and all other direct reports receive proper supervision, including coaching/mentoring, and capacity building.
Other Duties Coincidental to the Position
Duties for this position should not be considered definitive. Duties may be added, deleted, or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly.
Guidelines
The following written and unwritten guidelines will be applied to performing the duties of the post:
Written
- All Water For People handbooks on administration and others.
- Any established and agreed Country Program procedures.
Unwritten
- Common sense in applying proper business practice and sound purchasing principles.
- Know when to negotiate and how to achieve goals successfully.
- Maintain sound ethical principles, integrity, and transparency of due process.
COMPETENCIES:
- Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays leading social impact in international development.
- Demonstrates Ethics and Integrity – Understands ethical behavior and business practices and ensures that own behavior is consistent with these standards and aligns with the values of the organization.
- Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
- Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of backgrounds and cultures.
- Action-oriented – Maintains an attitude of open, curious and proactive learning, continually expanding own area of understanding and expertise.
- Connects with Others – Listens and fosters open communication through questioning, dialogue, and information sharing.
- Self-confident – Demonstrates humility, mature confidence and courage to innovate, risk, and lead in own role.
QUALIFICATIONS, KNOWLEDGE & SKILLS REQUIRED:
- Bachelor’s degree in Business Administration, procurement, or its equivalent.
- Minimum of (5) years of progressively responsible procurement and logistics work experience preferably in a non-profit or international NGO.
- Demonstrated experience in procurement and grants focused on ensuring compliance with established rules and regulations.
- Ability, to prioritize multiple assignments in an extremely fast-paced environment, meet deadlines, exercise good judgment, and effectively communicate with Management
- Full and up-to-date computer literacy, especially in all MS and Windows-based applications, including Excel, Word, and other relevant software.
- Full literacy in accessing email systems and navigating the internet.
- Demonstrated writing, presentation, and reporting skills.
- Self-starter and ability to undertake tasks without intensive supervision.
- Fluency in spoken and written English language.
BEHAVIORS AND COMPETENCIES:
- Excellent communication and relationship-building skills.
- Ability to work with minimum supervision and take initiative.
- Ability to solve problems and take corrective action.
- Strong interpersonal and intercultural communication skills.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
- Position is based at Water For People’s Rwanda office.
- Trips to the field in Water For People intervention areas will be required from time to time.
How to Apply:
If you are both qualified and Water For People interests you, please visit our Career Center and apply with a cover letter along with detailed curriculum vitae (resume), educational certificates, and other relevant academic/work experience documents.
Applications will be evaluated on a rolling basis; for the earliest consideration submit your application by November 20, 2022.
Salary Range:
Driver position expected annual gross salary range is Rwf 13,289,701 to Rwf 18,318,951
The actual salary will be determined based on experience and other job-related factors.
Benefits:
Benefits are one of the ways we encourage healthy living for you and your family. Our generous package includes medical and life insurance, annual leave allocation equal to one month of salary, and other benefits in accordance with the Rwanda labor law.
Additional Information:
Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
Water For People is committed to protecting children encountered during our work and by our employees, preventing sexual abuse and exploitation of all individuals with a particular focus on women and children and other marginalized communities in the performance of our work, preventing human trafficking in the performance of our work and in our supply chain and to having a drug-free workplace. During the recruitment processes, additional documentation will be requested to comply with our policies and in accordance with the legal requirements in your country of residency, this includes a background check. If you apply for employment, we want you to be aware of our recruitment, selection and hiring processes including important policies regarding employee conduct.
Wat]er For People is an equal opportunity employer who is committed to creating a culture of justice, equity, diversity and inclusion in our workplace. Water for people strives to create and maintain a level of diversity that reflects the communities we serve. Achieving this—regardless of race, ethnicity, ancestry, tribal affiliation, age, gender, sexual orientation, gender identity, religion, veteran status, disability, socioeconomic class, educational attainment, Parental status, genetic information, political affiliation or other social identities is critical to our ability to have a world where every person has access to reliable and safe water and sanitation services.
Our commitment ensures that we:
- Have a different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
- Strive for a culture of inclusion and belonging by treating each other with dignity, respect, and appreciation enabling us to feel welcome, supported, and valued.
- Effectively connect, communicate, and build long-lasting relationships with stakeholders within our diverse communities.
- Have a diversity of thought, perspectives, backgrounds, identities, and talents that will support our mission to develop high-quality drinking water and sanitation services are available to Everyone Forever.
Women are encouraged to apply!
Done at Kigali on November 9, 2022
Eugene Dusingizumuremyi
Country Director
