Content of the organization

Established in 1949, SOS Children's Villages is a dynamic social development international organization working globally to meet the needs and protect the interests and rights of vulnerable children. In Rwanda SOS Children’s Villages is an affiliate of SOS Children’s Villages International which is a federation of over 130 SOS Children’s Villages associations world-wide. We build families for neglected, abandoned or orphaned children, we help them shape their own futures and we share in the development of their communities. In order to further fulfil its responsibilities, the National Office of SOS Children's Villages Rwanda located at Kacyiru / Kigali, wishes to recruit a competent Procurement coordinator for one of its projects; Children in street situation project.

Position summary

Under the overall supervision of the Procurement Officer, the procurement coordinator will support on the day-to-day organization of logistics and procurement of essential supplies for the project. S/he will ensureuninterrupted supply of goods and services in accordance with the timelines set in the procurement action plan and promotes a client-focused, quality and results-oriented approach in the project. The Procurement Coordinator will be responsible for organization of procurement of goods and services under the SOS Rwanda contracts.

Key Performance Areas and Main Responsibilities:

The Procurement Coordinator will be responsible for:

• Adherence to the approved procurement plan and monitoring of the implementation of location and project procurement plans.
• Coordinate and ensure timely delivery of products and equipment as well as other goods and services under signed contracts;
• Maintaining contacts with suppliers to ensure compliance with contract terms
• Maintaining on-going contacts with all parties involved in order to keep up-to-date procurement information and to ensure completeness and correctness of documentation;
• Negotiation with and obtaining responses from concerned staff for clarification requests from suppliers with regards to specifications, quantities, delivery time and other procurement related information;
• Monitoring the quality of procured goods in accordance with the SOS Rwanda quality assurance policy, of quantities, cost and efficiency of procurement;
• Providing support to the national office in selection, quantification and forecasting of products, development of specifications, including consultations, drafting correspondence, contact with external entities, related to procurement;
• Development and constant maintaining of procurement monitoring tables and reports for procurement, deliveries and transfer progress as requested;
• Performing of other tasks as necessary for high performance of procurement and supply management activities.

Impact of Results

The key results have an impact on the successful project implementation and the achievement of the development results as follows:

• Impact on the overall project efficiency in financial resources management contributes to success in implementation of project activities.
• Accurate analysis and presentation of financial information enhances SOS credibility in use of financial resources and proper financial process management.
• Internal communication among project units and country teams is ensured

Competencies

CORPORATE COMPETENCIES

• Demonstrates integrity by modelling the SOS values and ethical standards;
• Promotes the vision, mission, and strategic goals of SOS CV Rwanda;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

FUNCTIONAL COMPETENCIES

Knowledge Management and Learning

• Shares knowledge and experience;
• Provides helpful feedback and advice to others in the office;
• Proven networking, team-building, organizational and communication skills.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humoured even under pressure;
• Responds positively to critical feedback and different points of view.

MANAGING CORRESPONDENCE AND REPORTS

• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.

OPERATIONAL EFFECTIVENESS, PLANNING, ORGANIZING AND MULTI-TASKING

• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities;
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

OTHER RESPONSIBILITIES

• coordination and reporting of any actions to supervisor;
• provide on-time and quality performance of the requirements under ToR.;
• provide absolute fulfilment of the requirements stated in the Service Contract.

Required Skills and Experience

Education:

• A Bachelor’s degree in Procurement, Logistics and Supply Chain management, Finance or any other related discipline. Professional training in procurement and supply management (PSM) would be an asset.

Work Experience:

• At least 2 years of progressively responsible procurement and administrative experience is required
• Experience/expertise in the procurement regulations and tendering process;
• Experience/expertise in supply chain/logistics management systems;
• Experience in quantification and forecasting
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Ability to process large information content with due quality; drive for results;
• Strong organizational and analytical skills;
• High degree of personal initiative and willingness to accept a wide range of responsibilities;
• Ability to work independently;
• Excellent planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent activities;
• Excellent communication spoken, written and presentation skills, including ability to present sensitive issues /positions, write reports and quantitatively justify procurement decisions.

Please note: This job description outlines only the general scope of activity and the basic tasks and responsibilities associated with his/her position. It may be supplemented with a more detailed definition of tasks, responsibilities and work-plan and is subject to change at the discretion of the direct superior.

• Adherence to the approved procurement plan and monitoring of the implementation of location and project procurement plans.
• Coordinate and ensure timely delivery of products and equipment as well as other goods and services under signed contracts;
• Maintaining contacts with suppliers to ensure compliance with contract terms
• Maintaining on-going contacts with all parties involved in order to keep up-to-date procurement information and to ensure completeness and correctness of documentation;
• Negotiation with and obtaining responses from concerned staff for clarification requests from suppliers with regards to specifications, quantities, delivery time and other procurement related information;
• Monitoring the quality of procured goods in accordance with the SOS Rwanda quality assurance policy, of quantities, cost and efficiency of procurement;
• Providing support to the national office in selection, quantification and forecasting of products, development of specifications, including consultations, drafting correspondence, contact with external entities, related to procurement;
• Development and constant maintaining of procurement monitoring tables and reports for procurement, deliveries and transfer progress as requested;
• Performing of other tasks as necessary for high performance of procurement and supply management activities.
• coordination and reporting of any actions to supervisor;
• provide on-time and quality performance of the requirements under ToR.;
• provide absolute fulfilment of the requirements stated in the Service Contract.

• Knowledge Management and Learning - Shares knowledge and experience;
• Provides helpful feedback and advice to others in the office;
• Proven networking, team-building, organizational and communication skills.
• Leadership and Self-Management
• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humoured even under pressure;
• Responds positively to critical feedback and different points of view.
• MANAGING CORRESPONDENCE AND REPORTS
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.
• OPERATIONAL EFFECTIVENESS, PLANNING, ORGANIZING AND MULTI-TASKING
• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities;
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
• Strong organizational and analytical skills;
• High degree of personal initiative and willingness to accept a wide range of responsibilities;
• Ability to work independently;
• Excellent planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent activities;
• Excellent communication spoken, written and presentation skills, including ability to present sensitive issues /positions, write reports and quantitatively justify procurement decisions.

• A Bachelor’s degree in Procurement, Logistics and Supply Chain management, Finance or any other related discipline. Professional training in procurement and supply management (PSM) would be an asset.
• Experience/expertise in the procurement regulations and tendering process;
• Experience/expertise in supply chain/logistics management systems;
• Experience in quantification and forecasting
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Ability to process large information content with due quality; drive for results;