Closing: Apr 11, 2024
This position has expiredPublished: Mar 28, 2024 (31 days ago)
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Job Summary
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Requirements
• A bachelor’s degree in Procurement, Supply chain Management, Logistics management, Business administration is a MUST with at least 2 years of professional experience working with an INGO. CIPS certification will be an added advantage.
• An understanding of and commitment to RTI’s mission and values
• Additional professional training in procurement and logistics management preferred.
• Knowledge of USAID procurement policies and regulations is a plus.
• Experience in procurement, logistics management, and event planning/meeting coordination.
• Good analytical skills and ability to work and meet deadlines.
• Hard worker with good interpersonal skills and high-level of integrity.
• Proficient in Microsoft Office programs, such as Excel
• Good time management and organizational skills
• Excellent communication skills both written and verbal.
• Respectful and tolerant; able to work well in a diverse team.
Responsibilities
Requirements
• A bachelor’s degree in Procurement, Supply chain Management, Logistics management, Business administration is a MUST with at least 2 years of professional experience working with an INGO. CIPS certification will be an added advantage.
• An understanding of and commitment to RTI’s mission and values
• Additional professional training in procurement and logistics management preferred.
• Knowledge of USAID procurement policies and regulations is a plus.
• Experience in procurement, logistics management, and event planning/meeting coordination.
• Good analytical skills and ability to work and meet deadlines.
• Hard worker with good interpersonal skills and high-level of integrity.
• Proficient in Microsoft Office programs, such as Excel
• Good time management and organizational skills
• Excellent communication skills both written and verbal.
• Respectful and tolerant; able to work well in a diverse team.
Procurement & Logistics Management:
• Receive and check for clarity for any PRs received from the program teams.
• Assist in receiving, reviewing, and processing incoming procurement requests from project staff, ensuring sufficient clarity on specifications is provided for goods and services.
• Participate in the tender evaluation committee meetings and document any deliberations thereafter.
• Liaise with the procurement & Logistics manager to build staff capacity on donor procurement processes and policies as well as RTI’s procurement guidelines.
• Participate in vendor evaluations for procurements whose value doesn’t exceed $ 1,000.
• Support in Bids issue during open bidding, to the interested bidders whilst maintaining a record of all bids issued.
• Ensure that all master service level agreements are executed as per the plan and monitor validity dates.
• Work closely with the Procurement & Logistics manager during vendor prequalification and ensure that the program has an approved vendor database in place.
• Assist the PLM with ensuring that all project-related purchases are reviewed and approved in accordance with the purchase authorization matrix.
• Timely follow up of vendors to ensure that timely and accurate invoices are submitted once the goods/services have been delivered.
• Regular follow up with vendors to ensure timely delivery of goods and services as per the dates stated on the purchase order.
• Support the line manager to ensure that the required documentation is available to facilitate weekly submission of invoices to finance for payment processing.
Reporting & Documentation
• Maintain and update the procurement tracker regular by sharing the procurement status update to the Procurement Manager for review.
• Ensure a proper e-filling system (Share point) for all the procurement related documents in an accurate and timely manner.
• Ensure proper filling for all consultancies & Master Service Agreements for easy retrieval and referencing.
• Ensure that there is proper and coordinated way of coding/ numbering of procurement records, ie, PR numbers, LPO number, Master service agreement Numbers which MUST follow a proper chronological order.
Vendor Management
• Attend to vendor queries and concerns ie, status of their payments, feedback from the tendering process etc.
• Dialogue with vendors to ensure compliance to quality standards and RTI’s policies.
• Proactively track all orders to ensure timely delivery of goods and services.
• Offer feedback to vendors on their performance, highlighting any key areas of improvement periodically.
• Maintain accurate supplier information across various Supplier Database.
• Receiving reports, receipts, local order forms, etc. are maintained and easily accessible by project leadership.
Logistics Management:
• Liaise with the program teams to have weekly travel plans drafted, shared and support in allocating vehicles to the different program team members.
• Perform vehicle inspections with support from the drivers for all hired vehicles prior to being deployed to support program operations.
• Review and harmonize all travel records (Log sheets) for the hired vehicles upon return to detect any inconsistences in the recorded mileage as well as invoicing the correct mileage covered.
• Report/ escalate any procurement/Logistics bottlenecks which might affect program implementation to the Procurement & logistics manager for quick support.
• Other general duties as might be assigned by the line manager.
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