Job Opportunity Announcement/Procurement Officer

Jhpiego is an International, Non-Profit health organization affiliated to Johns Hopkins University. For 40 years in over 155 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego works with health experts, governments, and community leaders to provide high-quality health care for their people. Jhpiego develops strategies to help countries care for themselves by training competent health care workers, strengthening health systems, and improving delivery of care. Jhpiego designs innovative, effective and low-cost health care solutions to ensure a level of care for women and their families. These practical, evidence-based interventions are breaking down barriers to high-quality health care for the world’s most vulnerable populations. Website: http://www.jhpiego.org

Jhpiego Rwanda is hiring a Procurement Officer for its USAID and DoD Programs in Rwanda. The Procurement officer will report to Operations Manager and will be based in Kigali.

Responsibilities will be but not limited to:

• Ensure all steps involved in the procurement process – distribution of quotation requests, collection of pro forma invoices, analysis of bids, preparation and delivery of Purchase Orders, obtaining Goods receiving Notes, and final submission of the complete procurement file including GSRs, LPOs, delivery note and invoices.

• Check quality and availability of requested items and collect proforma invoice accordingly
• Prepare and compile bid documents for review by the procurement committee, and assist in setting selection criteria.
• Prepare bid analysis and together with Procurement Committee recommend the best offer as per selection criterion set in discussion.
• Register all purchase requests and ensure they are adequately specific and complete according to Jhpiego Rwanda’s procurement policy.

• Maintain an Up-to-date vendor list of classified suppliers e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request.
• Regularly update (bi-annually) suppliers’ price data and refer to the same in support of finance & operations, procurement analysis, decision-making & budgeting.
• Work with Finance Unit to process the settlement of all invoices received from vendors.
• Ensure a proper filing of all procurement documents.
• Ensure timeliness of shipments of equipment, goods, materials in close coordination with other divisions within Jhpiego (or others as appropriate).
• Maintain records of shipping and receiving documentation.
• Work with clearing Agencies to clear any shipments from customs or any other government body in collaboration with Jhpiego Rwanda appropriate staff.
• Keep documentation related to procurement of duty-free/VAT free, goods and services including follow-up of exemptions and other official documents.
• Ensure proper Jhpiego office maintenance services
• Travel within Up Country occasionally
• Coordinate national and international travel arrangements for Jhpiego Rwanda staff and partners (Fare Approval Form, ticketing, ION to be charged etc…)

• Book hotel accommodations for Jhpiego International guests including Airport Pick-Up and Drop-Off

• Book conference rooms for seminar and meetings
• Perform any other related duties as assigned by immediate Supervisor

Required Skill& Abilities:

• Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships
• 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
• Excellent management, supervision/mentoring, and organizational skills

Education & Qualifications+ Experience

• Bachelor’s Degree in Business Administration, Purchasing and Supplies Management or Procurement /Logistics or related field;
• At least five to six years of practical commensurate experience in positions of increasing responsibilities with Procurement, clearing from customs, and purchasing;
• Experience with US government-funded NGO is a must;
• Computer literacy, ability to use all programs in MS Office Suite, and proficiency QuickBooks are is an added advantage;
• Knowledge of procurement and administrative systems
• Language Requirement: (Fluent) Speaking/Reading English and Kinyarwanda is required

Interested potential candidates are requested to submit their application file made by:

• Motivation letter and updated CV;
• 3 Professional references with full names, phone number and email address;
• Proof of your previous experiences;
• Copies of academic certificates.