WfW-Rwanda is a national organization dedicated to supporting women and girls in Rwanda to break the vicious circle of poverty and social exclusion by enabling them to become socially and economically capable to lead themselves and their community to better health, education, and social conditions.

Women for Women is seeking a full-time Procurement and Logistics Officer (PLO) to oversee and coordinate procurement and logistics activities in alignment with the organization’s established policies, procedures, and operational standards.

JOB PROFILE

TEAM/PROGRAM: Finance, Admin & HR Manager

LOCATION: Kigali

GRADE: 5

CONTRACT LENGTH: 1- year renewable

Line managers

• Drivers

PURPOSE:

The position is responsible for the efficient coordination of activities in accordance with established procurement & logistics policies and procedures.

SCOPE OF ROLE:

Reports to: Finance, Admin & Finance Manager

DUTIES AND RESPONSIBILITIES

Procurement

• Ensure that all Procurement activities comply with Financial Administration policies & guidelines and donor requirements.
• Complete and comply with procurement documentations and legal terms in the bidding process (all procurement methods should be observed etc.)
• Draft Purchase Orders and Service/Supply Contracts for review by the Finance, Admin & HR Manager and approval by the Executive Director; monitor service contracts to ensure timely delivery of goods and services and liaise with Finance to ensure timely processing of payment requests to vendors/contractors for goods and services received.
• Ensure that all signed contracts and purchase orders are timely submitted to the accountant / cashier for recording
• For large or specialized purchases or services and outsourced services, manage the process of tendering, including the preparation of tender bidding documents and tender schedules, and provide the tender selection committee with accurate and timely information upon which to base a decision.
• Work with the Programs teams to develop and implement Procurement Plans for each project, in accordance with project activity plans and budgets.
• Conduct regular market surveys on prices and provide the report on annual basis
• Develop and maintain a database for suppliers /vendors for reference purposes.
• Prepare and manage contracts for supplies /services that are carried out on an ongoing, regular basis.
• Develop and maintain a Contract Tracking Sheet that tracks all types of contracts to ensure timely payments, renewals, amendments, etc., as need.
• Provide quality assurance on supplies and ensure that Women for Women Rwanda is getting 'value for money' in all its purchases and services.
• Negotiate with major service providers on ways of enhancing service provision.

Asset Management

• Maintain the centralized Asset Register to ensure timely and accurate information on all assets always, including assignment of asset numbers to new items upon purchase, tracking the movement/assignment of an items to individuals, condition of assets, Location of assets, original cost, NBV, depreciation etc…
• Conduct quarterly physical verification of assets and stock update Asset Register accordingly.
• Ensure that disposal of obsolete or damaged assets is properly approved and documented, as per established procedures, and that any sale of assets is conducted according to WfW-Rwanda policy guidelines and donor requirements, as applicable.
• In Coordination with financial & administration policies & guidelines ensure the timely and accurate insurance of office assets and property, through management of annual insurance contracts.

Transport Fleet Management

• Manage fleet of vehicles.
• Ensure that all vehicles are properly registered, insured, serviced, and maintained.
• Ensure the most cost effective and reliable means of transport is used for timely delivery of supplies to project sites.
• Establish and maintain a system to ensure cost-effective transport of staff and the supplemental use of public transport /taxis as needed.
• Oversee the usage of transport by staff, ensuring the completion and approval of Transport Request Forms for all journeys.
• Oversee the rental of vehicles when necessary and according to established procurement procedures.
• Conduct monthly verification of Vehicle Mileage Log sheets.
• Prepare Monthly Fuel Consumption Analysis Reports for review by the Finance, Admin & HR Manager before recorded in QB
• Line manages all Drivers, including regular performance reviews and administrative issues pertaining to time and attendance and accounting system

Miscellaneous Logistics Tasks

• Maintain an efficient filing system for all procurement and logistics related forms, records, contracts, etc.
• Provide logistics support to all staff, as required, including logistics capacity building
• Track utility usage for office (electricity, water, local administration fees, etc.) and prepare payment requests.
• Perform any other duties as may be assigned from time to time by the senior management.
• Maintain the office generator: regularly review the Generator Usage Logsheet and prepare the Generator Fuel Consumption Analysis at least quarterly

QUALIFICATIONS AND EXPERIENCE

• Bachelor's Degree in procurement, bachelor’s degree in business administration, bachelor’s degree in public administration or equivalent designation is preferred.
• Diploma/Certificate in procurement, logistics, purchasing /supply chain.
• At least three (3) years relevant work experience in a procurement/logistics related function, preferably with a National or INGO.
• Strong interpersonal and communication skills.
• Must be a team player.
• Proficiency of computer application packages.
• Strong organizational skills.
• Ability to work independently, prioritize task, meet deadlines and take initiative.
• Fluency in written and spoken English and Kinyarwanda is required. French language skills are an added advantage.

• Ensure that all Procurement activities comply with Financial Administration policies & guidelines and donor requirements.
• Complete and comply with procurement documentations and legal terms in the bidding process (all procurement methods should be observed etc.)
• Draft Purchase Orders and Service/Supply Contracts for review by the Finance, Admin & HR Manager and approval by the Executive Director; monitor service contracts to ensure timely delivery of goods and services and liaise with Finance to ensure timely processing of payment requests to vendors/contractors for goods and services received.
• Ensure that all signed contracts and purchase orders are timely submitted to the accountant / cashier for recording
• For large or specialized purchases or services and outsourced services, manage the process of tendering, including the preparation of tender bidding documents and tender schedules, and provide the tender selection committee with accurate and timely information upon which to base a decision.
• Work with the Programs teams to develop and implement Procurement Plans for each project, in accordance with project activity plans and budgets.
• Conduct regular market surveys on prices and provide the report on annual basis
• Develop and maintain a database for suppliers /vendors for reference purposes.
• Prepare and manage contracts for supplies /services that are carried out on an ongoing, regular basis.
• Develop and maintain a Contract Tracking Sheet that tracks all types of contracts to ensure timely payments, renewals, amendments, etc., as need.
• Provide quality assurance on supplies and ensure that Women for Women Rwanda is getting 'value for money' in all its purchases and services.
• Negotiate with major service providers on ways of enhancing service provision.
• Maintain the centralized Asset Register to ensure timely and accurate information on all assets always, including assignment of asset numbers to new items upon purchase, tracking the movement/assignment of an items to individuals, condition of assets, Location of assets, original cost, NBV, depreciation etc…
• Conduct quarterly physical verification of assets and stock update Asset Register accordingly.
• Ensure that disposal of obsolete or damaged assets is properly approved and documented, as per established procedures, and that any sale of assets is conducted according to WfW-Rwanda policy guidelines and donor requirements, as applicable.
• In Coordination with financial & administration policies & guidelines ensure the timely and accurate insurance of office assets and property, through management of annual insurance contracts.
• Manage fleet of vehicles.
• Ensure that all vehicles are properly registered, insured, serviced, and maintained.
• Ensure the most cost effective and reliable means of transport is used for timely delivery of supplies to project sites.
• Establish and maintain a system to ensure cost-effective transport of staff and the supplemental use of public transport /taxis as needed.
• Oversee the usage of transport by staff, ensuring the completion and approval of Transport Request Forms for all journeys.
• Oversee the rental of vehicles when necessary and according to established procurement procedures.
• Conduct monthly verification of Vehicle Mileage Log sheets.
• Prepare Monthly Fuel Consumption Analysis Reports for review by the Finance, Admin & HR Manager before recorded in QB
• Line manages all Drivers, including regular performance reviews and administrative issues pertaining to time and attendance and accounting system
• Maintain an efficient filing system for all procurement and logistics related forms, records, contracts, etc.
• Provide logistics support to all staff, as required, including logistics capacity building
• Track utility usage for office (electricity, water, local administration fees, etc.) and prepare payment requests.
• Perform any other duties as may be assigned from time to time by the senior management.
• Maintain the office generator: regularly review the Generator Usage Logsheet and prepare the Generator Fuel Consumption Analysis at least quarterly

• Strong interpersonal and communication skills.
• Must be a team player.
• Proficiency of computer application packages.
• Strong organizational skills.
• Ability to work independently, prioritize task, meet deadlines and take initiative.
• Fluency in written and spoken English and Kinyarwanda is required.
• French language skills are an added advantage.

• Bachelor's Degree in procurement, bachelor’s degree in business administration, bachelor’s degree in public administration or equivalent designation is preferred.
• Diploma/Certificate in procurement, logistics, purchasing /supply chain.
• At least three (3) years relevant work experience in a procurement/logistics related function, preferably with a National or INGO.