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.