Oxfam,Operations Officer Jobs Vacancy

Oxfam was established in Rwanda in the 1960s. Its reputation and expertise in Rwanda puts it in a strong position to take forward a strategy that contributes to its overall vision – a just Rwanda without poverty – and to stage interventions in line with its mission – to ensure that poor men, women and youth enjoy equal rights and benefit from fair and inclusive development.

We are currently recruiting for experienced Rwandan national for the position of:

Operations Officer

Location               : Based in Kigali – with travels cou

ntrywide

Salary                    :  Competitive

Duration               : Open Ended

Availability            : Immediately

Level                      : National D2

The post holder will be responsible for the following:

Procurement

  • Lead on developing a supplier network through market scoping in Kigali town by leading in tender process and putting frame work in place.
  • To ensure that procurement plans are developed for each project in Rwanda.
  • Ensure that Oxfam conforms to donor funding procurement requirements and be aware of any major developments/changes in donor procedures.
  • Manage contract through issuing and evaluating of tenders for high value items recording and updating information in database.
  • Undertake field and supplier visits, providing guidance and support.
  • Develop Supplier Database and share the prizes with all program teams.
  • To keep records of frame work agreements in master file as relevant both electronically and manually for audit trail.

Asset Management

  • To ensure that a system for tracking assets and updating as appropriate is maintained
  • Ensure that asset disposal plan is in place and advise managers on asset disposal regulations when need arises
  • Ensure the vehicles are maintained in optimum condition and used cost-effectively, ensuring fuel consumption of fleet by approval of fuel cards and generation of and action on monthly vehicle management reports.
  • Ensure a staff is billed for private mileage. Monitor private vehicle use policy and ensure it is upheld – recommend any changes.
  • To Update the requisition tracking sheet on daily basis and inform Programme staff on their requisition status on weekly.
  • To ensure that regulations and procedures relating security of the vehicle, H & S standards are adhered to according to OGB standards
  • To keep track of the scheduled service time of the vehicle, tomake sure that servicing is performed in time

Storage and distribution

  • Ensure full Oxfam GB policies and procedures are followed for all storage, distribution and transport activities.
  • Support the IT/ Office Assistant to ensure that Rwanda program stock is physically checked and regularly reconcile
  • To provide effective leadership of the IT/ Office assistant in management line
  • Ensure that an efficient tracking and control system is in place for all Oxfam GB stock and assets and that the tracking and control systems are continually updated.
  • Provide continually updated visibility to programme team leaders on all stock and assets.
  • Co-ordinate use of Oxfam owned and sourced transport providers

Transport 

  • Ensure that there is sufficient transport system for both staff and good for Oxfam Rwanda program.
  • Take up driving roles as might be required
  • Source for taxi providers and ensure that they provided quality services to staff
  • Act as the security focal person for Rwanda program team

Administration

  • Work closely with the IT/Office Assistant to ensure that the proper administrative procedures and standards are followed to close the supply chain loop i.e. requisition follow-up, purchasing, stock keeping and dispatch, payments are done in line with OGB’s mandate.
  • To keep a proper record of quotation (eventually tender), requisitions, purchase order forms, good receive note, receipts, waybills, and all other documents

General

  • To organise all logistics processes, including Supply planning, purchasing, warehousing, communications, accommodation facilities for visitors and international staff and transport, as well as the related administrative procedures, for Oxfam operations in Rwanda.
  • To implement and monitor logistics systems, in accordance with Oxfam GB policies and procedures.
  • To establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
  • To report monthly on all logistics activities (narrative to the Programme Business Support Lead and Regional centre).
  • To supervise and liaise with the IT/Office Assistant in relation to organisation of meetings and workshops in country

SKILLS AND COMPETENCE:

  • A degree in relevant filed and relevant professional qualifications in Logistics e.g. supply, warehousing or fleet management.
  • At least 3 years’ experience in working in Logistics and procurement with a reputable organisation
  • Experience in handling local and offshore supply, transport management, including clearance and tariff regimes.
  • Competency in use of Microsoft office packages including word, and excel.
  • Demonstrates appropriate written and verbal communication skills.
  • Ability to drive and have a clean and valid driving permit
  • Excellent knowledge of local markets and resources and good personal relations with local suppliers

How to apply:

Interested and qualified candidates should submit their applications including recent curriculum vitae (CV) with contact details (phone and email address) of your most recent line manager as part of your refereesand motivation letter to: kigalijobs@oxfam.org.uk. The closing date for this vacancy isTuesday, 2nd January 2018

N.B: Only shortlisted applicants will be contacted.