Rwanda: Procurement and Logistics Officer – Rwanda National

Organization: Practical Action
Country: Rwanda
Closing date: 04 Jan 2018

Practical Action is an international non-governmental organisation (INGO) with 50 years of expertise in Africa, Asia and Latin America. We have a strong heritage and track record of bringing communities and experts together to find practical, sustainable solutions which work for both people and the planet; solutions that enable people to meet their needs and lead dignified lives. Technology features in everything we do. We partner with people whose lives are transformed by these efforts and ensure local ownership and solutions that work in the longer term, without us.

Practical Action is implementing a four year Renewable Energy for Refugees (RE4R) project in Rwanda. This project will be led by Practical Action and UNHCR to deliver renewable energy investments through an innovative approach in humanitarian settings, working directly with refugees and host communities in Kigeme, Nyabiheke and Gihembe refugee camps. The project will provide access to affordable and sustainable sources of renewable energy, and improve the health, wellbeing and security of target populations. It will draw on Practical Action’s considerable existing experience of renewable energy programmes in developing countries – working directly with communities to deliver the best energy services and products possible for local people.

To support this project and other Practical Action interventions in Rwanda, the position is responsible for the efficient coordination and management of all procurement and logistics functions within the Rwanda office, in accordance with established policies and procedures. The role involves procurement, logistics, security, transport and fleet management in Rwanda country office. Within the East Africa region, the job holder will also work with all staff on procurement, logistics and security matters. Externally the job holder will work with Partners, Suppliers and Service Contractors, other NGOs and Central and County Governments.

The Procurement and Logistics Officer, under the supervision of the Project Manager, will primarily be responsible for the following:
Procurement (30%)

  • Ensure that all Procurement complies with Practical Action’s standard Procurement and Logistics Systems and donor requirements.
  • Work with the Field officers in ensuring field procurements, logistics are in compliance with Practical Action’s procurement & logistics policies and procedures.
  • In collaboration with procurement office in Nairobi, Identify sources for supplies and services, send out requests for quotations and provide full analysis of comparative prices for approval by budget holders or team Leaders.
  • For large/specialised purchases or services (including consultancy and outsourced services), In coordination with Procurement office in Nairobi, initiate and 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.
  • While coordinating with Procurement office in Nairobi, develop and implement Procurement Plans for the project, in accordance with project activity plans and budgets.
  • Participate in new project /budget development to ensure coherence and accuracy in projecting the estimated prices and volume of required supplies and materials.
  • Provide quality assurance on supplies and ensure that Practical Action is getting ‘value for money’ in all its purchases /services.

    Logistics Support (15%)

  • Facilitate all domestic travel/transport arrangements for staff and visitors at Kigali Office, including domestic airline tickets, office vehicles and taxis.

  • Handle all international travel arrangements for staff and visitors at Kigali Office (processing of international travel approval forms, airline tickets, hotel bookings and taxi transport.)

    Asset Management (20%)

  • Ensure the timely and accurate insurance of all assets and property, through management of annual insurance contracts.

  • Ensure effective management of Practical Action’s assets including disposal in compliance with laid down policies and procedures as per assets management Policy.

Transport and Fleet Management (25%)

  • Manage the Kigali office fleet of vehicles, in close coordination with programme Manager and field staffs.
  • Ensure that all vehicles are timely registered, serviced and maintained.
  • Ensure that the most cost effective and reliable means of transport is used for timely delivery of supplies to project sites.
  • Supervise all procedures pertaining to transport and delivery of goods to project sites, including customs clearance, shipping and cargo handling.
  • Establish and maintain a system to ensure cost-effective transport of staff in Rwanda, including the coordination of Practical Action vehicles and drivers and the supplemental use of public transport /taxis if need arises.
  • Manage the taxi service contract, including the review of monthly invoices and preparation of supporting payment documents before payment process commences by Finance Department.
  • Line manage all Drivers in Kigali office, including regular performance reviews and administrative issues pertaining to time, attendance and performance.
  • Provide indirect supervision for the Field drivers.

    Security (10%)

  • In close coordination with Project Manager, develop and implement a Security Management Plan for the country office.

  • Serve as Security Focal Point for the country office and maintain close contact with security focal points in each field office to monitor the security situation and provide security updates to management, as required.

  • Ensure the safety and security of Practical Action assets and property.

  • Work closely with management in the event of a security incident, including overseeing any required hibernation /relocation /evacuation of staff.

  • Ensure that all staff are briefed on security protocol and procedures (especially with regard to induction of new hires)

Requirements

  1. Bachelor’s Degree in Procurement, Business Administration or related field
  2. A post graduate Diploma in Procurement, Logistics, Purchasing and Supplies or related field (preferably CIPS).
  3. Strong written and verbal communication skills in both English and Kinyarwanda
  4. Able to work with minimal supervision and adhere to strict deadlines.
  5. Excellent computer skills (MS Office).
  6. Able to take initiative and make decisions.
  7. At least three (3) years relevant work experience, preferably with an NGO.
  8. Specific experience with managing/reporting against donor contracts.

How to apply:

If you have the experience, skills and the ability we are looking for, please send your cover letter and updated CV by email to: recruitment@practicalaction.or.ke no later than 4th January 2018. Indicate: “Application for the role of Procurement and Logistics Officer” on the email subject.

Note: This position is open to RWANDA NATIONALS ONLY

You can download the detailed Job Description here: https://practicalaction.org/procurement-and-logistics-officer-rwanda

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