Procurement Assistant

Procurement Assistant – USAID Tunoze Gusoma (Schools and Systems), Kigali Rwanda

FHI 360 is a global development organization, with a rigorous, evidence-based approach to human development. Our team of professionals includes experts in health, nutrition, education, economic development, civil society, environment and research. FHI 360 operates from over 60 offices with more than 4000 employees in the United States and around the world. Our commitment to partnerships at all levels and our multi-disciplinary approach allows us to have a lasting impact on the people, communities and countries we serve by improving the lives of millions. We are currently seeking qualified candidates for the position of Procurement Assistant for the USAID Tunoze Gusoma (Schools and Systems) to be based in Kigali, Rwanda.

Project Description

The USAID Tunoze Gusoma (Schools and Systems) project will strengthen the education system to enable all pre-primary and lower primary school and classroom environments to be of high quality, inclusive, and focused on learning of foundational reading skills. Specifically, five-year activity will improve learning outcomes by focusing on increasing Kinyarwanda literacy skills of boys and girls through primary 3 (P3) through four intermediate results: (1) Pre-primary education system enhanced to develop, promote and improve emergent literacy, (2) Lower primary reading classroom instruction improved, (3) School environments improved for increased lower primary reading outcomes, and (4) Education systems management strengthened for improve literacy outcomes.

Position Description

The Procurement Assistant is responsible for supporting the procurement unit with procurement activities related to FHI360’s programmatic and logistic operations in Rwanda. S/he will work closely with Program, Operations/Administration to ensure efficient and timely purchase of goods and services to support effective project implementation.

Duties and Responsibilities

Assists in preparing procurement plans
Reviews requisition orders to verify accuracy, terminology and specifications.
Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors.
Proficiency in utilizing procurement systems for processes such as requisitioning, approvals, purchase order (PO) management, and receiving is highly advantageous.
Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and company procedures.
May assist in the evaluation of quotations received, select or recommends suppliers, and schedules deliveries.
Searches for new vendors who can provide items required for project implementation and updates vendor lists as required.
Writes and formats correspondence during all phases of tenders, contracts and coordinates contracts approval processes.
Updates filing system of contracts and tenders and lists of follow-up procedures for the implementation of contracts.
Communicates and follows up with vendors for any information clarification related to the purchase request or order, or that relates to the technical specifications and special conditions
Prepares tender announcements and letters of invitation to tender in the light of the tender requirements
Participates in the preparation of draft contracts for procurement, services and awarding orders
Prepares distribution lists and communicate with vendors to coordinate the distribution to sites
Conducts himself/herself both professionally and personally in such a manner as to bring credit to the organization and to not jeopardize its human and social development mission in Rwanda.
Maintains the weekly procurement tracker.
Follow up on the payments for the vendors with the Finance.
Other duties as assigned.
Qualifications

Bachelor’s degree in procurement and logistics management or in a relevant business field
2 years working in procurement/ operations on a donor-funded project in an international organization
Strong organizational skills; ability to interact effectively with international and national personnel.
Demonstratable capacity to meet the deadlines.
Ability to work in fast-paced and challenging environment.
Excellent oral and written English skills.
High computer skills on MS Office programs, especially in MS Excel and MS Word .
A demonstrated ability to multi-task and efficiently process information in order to not delay project implementation.
A clear understanding of procurement ethics and donor compliance is desired.
Proactive spirit in identification difficulties and working cooperatively to solve them.
Commitment to and understanding of FHI360 aims, values and principles