Procurement Assistant
Job ID 2023-5492
Location RW
Category International Positions
Employment Status Full-Time
Overview
Jhpiego is seeking a Procurement Assistant to provide procurement support for the USAID ISDA project recently awarded to Jhpiego Rwanda. The ISDA is a five-year cooperative agreement to improve the quality of reproductive, Maternal, maternal and child health (RMNCH) and malaria services, The ISDA supports the Rwandan Ministry of Health (MOH) to contribute to the reduction of infant and maternal mortality and incidence of malaria in Rwanda, focusing on improving the availability, quality and utilization of RMNCH and malaria services and improving the health of women, adolescent, and children under five. The primary responsibility of the Procurement Assistant is to provide assistance to the Procurement Officer in managing all operational and program-related procurements activities. This position partially requires performing procurement duties and ensure the rational management of procurement processes and supply base effectively, obtain goods & services in response to internal needs and in accordance with Jhpiego Procurement Manual.
Applications will close on September 14, 2023
Responsibilities
- Assist Procurement Officer Perform required procurement process for both operational and program-related equipment and supplies requested by staff by documenting procurement requests, soliciting and receiving quotes, and supporting bid analyses at the direction of the Procurement Officer in compliance with Jhpiego and USAID ISDA rules and regulations.
- Assist the Procurement Officer to coordinate the entire procurement process with USAID RISE program staff at main office and in field sites.
- Ensure yearly contracts are reviewed before expiry and initiate procurement process as necessary.
- Maintain all files for contracts, and purchase orders according to Jhpiego policy.
- Ensure suppliers deliver procured items in a timely manner; verify that deliveries have been made correctly and on time.
- Ensure that contractual agreements are timely updated, reviewed and approved and verify all invoices before submitting to Operations Manager.
- Ensure all documents are complete and copied and filed before submission to finance for payments. As backup all documents shall also be stored electronically (scanned copies)
- Ensure due diligence of vendors/suppliers/contractors (Sentinel check) is performed before issuing any PO through formal template or email
- Assist supervisor in all required procurement reports for senior management and any other urgent procurement needs.
- Keep track of payments made to suppliers/contractors to avoid duplication of payments.
Required Qualifications
- Bachelor’s Degree in Business Administration, Purchasing and Supplies Management or Procurement /Logistics or related field;
- At least 2-3 years of practical s experience in Procurement, clearing from customs and purchasing in a similar position;
- Experience with US government-funded (I)NGO a similar position with (I)NGOs is a must;
- 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
- 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 arranged efficiently.
Preferred Qualifications
Jhpiego offers competitive salaries and a comprehensive employee benefits package.
Please apply at www.jobs-jhpiego.icims.com
Applicants must submit a single document for upload to include: cover letter, resume, and references.
For further information about Jhpiego, visit our website at www.jhpiego.org
Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.
Jhpiego is an Affirmative Action/Equal Opportunity Employer
Jhpiego does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, orientation or any other fees
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