Job opportunity: Procurement and Logistics Assistant
Jhpiego’s Mission
Jhpiego enhances the health and saves the lives of women and families in limited-resource settings. For nearly four decades, we have put evidence-based health innovations into everyday practice to overcome barriers to high-quality health care services for the world’s most vulnerable populations. From our origins as technical experts in reproductive, maternal and child health, Jhpiego has grown to embrace new challenges, including HIV/AIDS, malaria, and cervical cancer prevention — reflecting the increasing interconnectedness of global health.
Jhpiego’s Values
At Jhpiego, we value our customers who have our respect, responsiveness, and commitment to excellence; our staff and global network of colleagues who bring cultural diversity, innovation, and a wealth of world experience; and our work culture, which is reflected in our team spirit, transparent communication, mutual respect, flexibility, and dedication.
Reporting Structure:
Position Title: Procurement and Logistics Assistant
Position Reports to: Operations Manager
Position Supervised: None
Location: Jhpiego Rwanda Country Office Kigali, with frequent Field Visits
Duration: One-year contract
Summary Scope of Work:
Jhpiego is seeking a Procurement and Logistics Assistant to provide procurement and logistical support for the USAID/RISE COVID-19 project recently awarded to Jhpiego Rwanda.
In Rwanda, Jhpiego supports the Government to prevent, and responding to COVID-19. A significant area of focus of this work is accelerating and strengthening the operational capacity of community health care workers, district hospital healthcare workers to provide vaccine service delivery and to ensure quality case management at home-based care and facility levels.
The primary responsibility of the Procurement and Logistics Assistant is to provide assistance to Operations Manager in managing all operational activities related to procurement, and fleet of Motorcycles including Jhpiego and other car services. This position partially requires performing procurement and Logistics duties and ensuring the rational management of procurement processes and supply base effectively, obtaining goods & services in response to internal needs and in accordance with Jhpiego Procurement Manual. Duties and responsibilities are outlined here below:
Responsibilites will be but not limited to:
- Support in the required procurement process for both operational and program-related equipment and supplies requested by USAID RISE staff: by documenting procurement requests, looking for the requests approval, then routing them to the Procurement Officer for bid preparation in compliance with Jhpiego and USAID RISE rules and regulations
- Collect and coordinate all procurement requests from USAID RISE program staff in the main office or on-field sites.
- Provide advice and guidance to USAID RISE program staff on procurement matters, and coaching on relevant processes e.g. Requests for Quotation (RFQ), Request for Proposal, and other competitive procurement tools to ensure program needs are met, and to ensure procurement processes are perceived by suppliers as fair, open and ethical.
- Ensure suppliers deliver procured items in a timely manner; verify that deliveries have been made correctly and on time.
- Verify and ensure all invoices are well-supported before submission to finance for payments. As backup all documents shall also be stored electronically (scanned copies)
- Assist supervisor in all required procurement reports for senior management and any other urgent procurement needs
Key Logistics Responsibilities:
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- Assist the Transport officer in arranging transport for USAID RISE staff, Consultants, and the transportation of material, equipment and personnel to the field site in compliance with Jhpiego vehicle use policy and procedures.
- Ensure that all motorcycles are properly serviced and maintained up-to highest standard and equipped with tools and emergency and first aid kits etc.
- Check and ensure all the motorcycle related documents are available as required by the organization and government of Rwanda.
- Maintain insurance and importation temporary/RRA customs registration renewal schedules and technical control for each motorcycle.
- Ensure motorcycle log books are maintained and reviewed at least on weekly basis or randomly to ensure motorcycle/vehicle is used only for official business.
- Check and verify monthly fuel consumption report, vehicle repair and maintenance report, and submit to supervisor with an analysis sheet
- Keep track of payments made to suppliers/contractors to avoid duplication of payments.
- Ensure that each required motorcycle logistics files are accurate and up-to-date as per Jhpiego policies and procedures
Required Skills & Abilities:
- Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), detail oriented, professionalism and consistent image.
- Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform.
- Ability to work proactively, organize and manage own work and assist others to do the same.
- Ability to be solution-oriented and creative to ensure procurements are not delayed and logistics services are arranged efficiently
Education & Qualifications:
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- Bachelor’s Degree in Business Administration, Purchasing and Supplies Management or Procurement /Logistics or related field;
- At least 2-3 years of practical experience in Logistics, Procurement, clearing from customs and purchasing services.
- Experience with US government-funded, a similar position with other organizations is added value;
- Computer literacy, ability to use all programs in MS Office Suite and proficiency QuickBooks is an added advantage;
- Knowledge of procurement and administrative systems
- Proficiency in both written and spoken English, French and Kinyarwanda.
IMPORTANT – HOW TO APPLY!!
Interested and qualified candidates should apply online http://jrims.org/Job_Application
and upload the following documents in PDF format with your names and subject line: ”Procurement and Logistics Assistant:
- Application letter
- Updated CV
- Academic Degrees and certificates
- 3 professional referees, with their full contacts.
Address the complete application files to the Country Director. The closing date for the vacancy is Monday June 27th, 2022 @5pm. For further information on Jhpiego, please go to http://www.jhpiego.org
Only online applications through the link shall be considered and failure to follow the outlined procedure might result in the application being disqualified.
If you don’t hear from us within three weeks from the submission deadline, consider your application unsuccessful.
Note:
Jhpiego is an equal opportunity employer. It does not discriminate in employment because of age, religion, tribe, race, color, gender, national origin, sexual orientation, disability, military status, marital status, family responsibility, station of life, political opinion, health (includes HIV/AIDS, pregnancy) socioeconomic status, or any other occupationally irrelevant criteria. Employment and promotion for any position are based on an individual’s qualifications and merit. Jhpiego does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, orientation or any other fees).
