Position :  Procurement and Logistics Officer

Location : Kigali, Rwanda

Work base : Head Office

Grade : Senior Officer

Duration : Full time

Reporting to : Head of HR and Administration

Expected starting date : Any time

Type of contract : Open-ended Contract

About ASA International (Rwanda) PLC

ASA International (Rwanda) Plc (subsequently referred to as “ASA Rwanda” or the Company), is a subsidiary of ASA International Holding Ltd. that is a Public Limited Company registered in Mauritius. ASA Rwanda was registered in 2014 and is licensed by Central Bank of Rwanda (BNR) as a deposit-taking microfinance institution. The Company started operations in 2016 and is currently working countrywide with thirty-seven (37) branches. It aims specially to work for alleviating poverty through providing small, socially responsible loans to low-income entrepreneurs, most of whom are women, across the Country. The Company has a strong commitment to financial inclusion and socioeconomic progress in the country. It is to be noted that, ASA International Group Plc has established microfinance institutions in thirteen (13) countries in Asia and Africa in a bid to bring low-income people in the financial system and is listed on London Stock Exchange.

As a financial company and ASA international (Rwanda) plc is mostly engaged to work for the low-income people of the country and as long as there is a possibility of financial irregularities in the activities, the company created a department/position to work to prevent any sorts of misappropriation.

Vision: Reduce poverty by improving the lives of the underprivileged with a key focus on female entrepreneurs.

Mission: We have a strong commitment to financial inclusion and socioeconomic progress.

Objective: Providing Microfinance loans for business purpose to low-income entrepreneurs with an objective of improving financial inclusion and realize socioeconomic progress. Our loans provide an alternative to low-income entrepreneurs without access to credit from traditional banks. We provide these loans using the ASA Model.

Role summary

We are looking for a highly organized and detail-oriented Procurement and Logistics Officer to manage our company's procurement and logistics process and supply chain activities. The Procurement and Logistica Officer will be responsible for sourcing suppliers, negotiating contracts, and managing vendor relationships to ensure timely and cost-effective procurement of goods and services, handle the project logistics, organization, and safety by adequately scheduling staff, subcontractors, consultants, and vendors to ensure timely completion of projects. They also work hand-in hand with subcontractors to ensure that communications and safety protocols are followed. This role requires strong negotiation skills, analytical thinking, and the ability to work collaboratively with internal and external stakeholders.

 Responsibilities related to Procurement;

• Develop and implement procurement strategies to optimize sourcing and supplier selection processes.
• Collect and organize information on tenders to be issued in a given financial year;
• Participate in the planning and budgeting process of the company;
• Prepare the annual procurement plan and submit the procurement plan to management for approval;
• Identify potential suppliers, conduct supplier evaluations, and negotiate contracts and pricing terms.
• Manage vendor relationships and monitor supplier performance to ensure compliance with contractual agreements and quality standards.
• Coordinate with internal stakeholders, such as production, finance, and operations, to align procurement activities with business needs.
• Maintain accurate records of procurement transactions, contracts, and vendor information.
• Monitor inventory levels and forecast demand to ensure adequate stock levels while minimizing carrying costs.
• Stay abreast of market trends, industry developments, and regulatory requirements to inform procurement decisions.
• Identify opportunities for cost savings and process improvements within the procurement function.
• Provide technical advice to the management on the procurement procedures to ensure compliance to company procurement Manual, laws and regulations related to procurement;
• Make follow up on the timely preparation of technical specifications/ToRs for goods, services to be procured;
• Prepare the tender documents;
• Produce tender notices and publications;
• Distribute tender documents and receive bids;
• Organize the opening and evaluation of bids;
• Prepare notification letters for bidders and recommend contract awards and participate in contract negotiation;
• Provide information/ support documents for contract drafting to the Legal department;
• Follow-up of contract execution and completion in collaboration with the user departments/Finance department;
• Prepare certificates of completion for suppliers;
• Serve as Secretary of tender committee within the company
• Provide technical guidance to the internal tender committee;
• Produce and submit timely monthly report to management on procurement plan progress;
• Produce procurement reports as required by a funding Institution or donors;
• Facilitate Procurement Audit;
• Ensure a proper and safe filling system for procurement information;
• Submit weekly, monthly and quarterly reports to the supervisor regarding the activities related to procurement;
• Perform any other duties assigned by his/her supervisor.

Responsibilities related to Logistics;

• Coordinate the transportation of goods from suppliers to warehouses or distribution centers.
• Plan and schedule shipments to ensure timely delivery to customers.
• Monitor inventory levels and track shipments using logistics software.
• Communicate with carriers, suppliers, and customers to resolve issues and ensure smooth operations.
• Optimize transportation routes to minimize costs and maximize efficiency.
• Prepare shipping documentation and ensure compliance with regulatory requirements.
• Evaluate the performance of logistics partners and vendors.
• Implement process improvements to enhance logistics operations.
• Manage customs clearance and import/export documentation.
• Provide support for inventory management and warehousing activities.

Qualifications;

• Bachelor's Degree in Procurement, Logistics, Purchasing and Supply Chain Management or related field with 2years of relevant experience

Required competencies and key technical skills

• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Ability to work under pressure and meet deadlines.
• Knowledge of transportation regulations and international trade practices.
• Strong logistical planning and organizational skills
• Ability to multitask and work under pressure
• Strong negotiation and Decision-making skills
• Time management skills
• Risk management skills
• Digital literacy skills
• Understanding of procurement laws and procedures in Rwanda
• Knowledge of procurement and logistics techniques as well as in market practices
• Fluency in Kinyarwanda and English
• Resources management skills

Salary & Benefits:

• Competitive salary based on experience.
• In-house Medical Insurance covering him/her and legal dependents as company policy
• Communication allowances as per company policy
• Monitoring allowance as per company policy
• Annual Salary Increment as per company policy
• Festival Allowance as per company policy

Application process:

Cover Letter included the candidate’s expected salary; Detailed CV; copy of Degree; Copy of ID Card and any other document that may prove a candidate’s competency to the post.

Applications should be addressed to the Chief Executive Officer of ASA International (Rwanda) Plc. Application documents should be sent to asarecruitment@asarwanda.rw with subject line mentioningProcurement and Logistics Officer. The application deadline is 26^th March 2025. Please note that only candidates with the needed qualifications and relevant experience will be shortlisted. If you do not hear from us in 2 weeks after the deadline, know that you are not meeting our requirements.

ASA International (Rwanda) PLC is an equal opportunity employer and aims to attract and select a diverse workforce, ensuring equal opportunity to everyone, irrespective of race, age, gender, class, ethnicity, disability, location, and religion. Qualified women are particularly encouraged to apply.

Done at Kigali, on 18 March 2025

Approved by:

Christian Salifou

Chief Executive Officer