JOB TITLE: Procurement Officer

GRADE/BAND: I 

SUPERVISOR TITLE:  Procurement and Operations Manager

POSITION STATUS: Local Professional  

MAIN PURPOSE OF JOB: The role of the Procurement Officer is to procure goods and services in compliance with MSH/Donor procurements policies and procedures. They collect proforma invoices on approved purchase requisitions, prepare offer analysis, and make recommendations. Once the purchase order has been completed, the Procurement Officer will follow up to assure delivery. They maintain procurement data including supplier lists and standards of goods and services and ensure the effectiveness of procurement in a timely and cost-effective manner.

DEPARTMENT: Finance and Administration/

LOCATION: Kigali, Rwanda

REQUIRED MINIMUM

EDUCATION: Master’s degree in business administration/finance/accounts or related field. Or University Degree in logistics, supply chain management, or business with 4 years post degree experience.

REQUIRED MINIMUM

EXPERIENCE:

• 6 years of relevant and progressive experience in procurement and supply management.
• Experience in a USG or donor-funded project or NGO preferred
• Strong numeric skills and attention to detail and quality
• Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action

KNOWLEDGE and  SKILLS :  

• Ability to work under pressure
• Planning and scheduling skills
• Good organizational skills
• Good communication and interpersonal skills
• Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
• Ability to work independently, take initiative, and meet deadlines with attention to detail and quality
• Demonstrated intermediate computer skills in Microsoft Office Suite applications

COMPETENCIES:

• Functional expert– has knowledge of processes and products
• Influencer– relates to people, builds relationships, and effectively presents arguments
• Results seeker– meets deadlines, identifies actions, and achieves goals
• Innovator– thinks creatively, anticipates changes, and produces solutions
• Adaptor– stays calm under pressure and handles criticism well
• Complier– follows procedures and encourages others to do as well

ORGANIZATIONAL STRUCTURE

Procurement and Operations Manager

Procurement Officer

MAIN DUTIES AND RESPONSIBILITIES

General Responsibilities.  

• Receives approved Purchase Requisitions (PR) for procurement of goods and services, review their completeness and specifications.
• Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Tracks all PRs, for both local purchases and international.
• Responsible for collection and analysis of proforma invoices, determines price reasonableness and presents to the supervisor for further processing or approval.
• Handles field office purchases when required.
• Ensures that purchases are made in the best interests of the donor and MSH.
• Monitor supplier performance and resolve any issues that arise.
• Maintain accurate records of procurement activities and prepare weekly procurement status report and submits to the supervisor.
• Create and manage purchase orders, ensuring accuracy and compliance with approved PRs and budgets.
• Regularly updates the supervisor of all partial collection of the procured goods.
• Inform the supervisor about the prices and qualities of goods if purchases are not of a routine nature.       
• Also performs other duties as requested by the immediate supervisor.
• Inform supervisor immediately if asked to compromise integrity by any vendor or other.
• Implement procurement best practices and continuously seek improvement opportunities.
• Work closely with other departments to understand their procurement needs and provide support.
• Collaborate with finance and accounting to ensure proper invoice tracking and timely payment of the vendors and service providers.
• To work with the flight booking company to ensure provision of logistics support to international and national travelers.
• Develop the schedule of quarterly requests of PRs, and ascertain they conform with procurement plans forecast.
• Responsible for filing all procurement documents.

Consultants’ Administrative roles

• Serve as the administrative point of contact for consultants of the organization
• In collaboration with the technical staff, to ensure that consultants have the necessary resources and support to perform their duties effectively.
• Maintain accurate records of consultant engagements, including contracts, schedules, and deliverables.
• Assist consultants with travel arrangements, expense reporting, and other logistical needs
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.

 Please find a link to application on workday here: Procurement officer Position