BRAC International is Hiring! Join BRAC International to create opportunities for people to realise their potential.

Position: Procurement, Logistics and Administrative Officer

Job Location: Regional Office – Nyanza District, Rwanda

About the Role:

The Procurement, Logistics and Administrative Officer will support Regional and country procurement and logistics across all field operations, oversee Regional and branch inventories, purchasing, provide administrative support to the region and be part of a very agile and highly motivated team.

The successful candidate must possess a high level of organization and flexibility, thrive in a fast-paced, high-volume, and dynamic environment, and provide a broad range of critical support, while in the field. Supportive functions include processing service contracts, leases, and rental agreements; assisting in coordinating logistics and travel arrangements; preparing and managing tenders and bids, supporting project trainings, workshops, meetings, and surveys in the field, and other duties as assigned.

Key Responsibilities:

Procurement:

• Support Operations Manager in procurement activities for all BRAC Rwanda programs including identifying goods and services needed by the organization, issuing purchase orders to suppliers, review goods and services from suppliers.
• Liaison with the Operations Manager, prepare bid notice to be advertised following BRAC Rwanda policies.
• Assist the Procurement committee in the selection of appropriate suppliers and contractors according to established procurement procedures.
• Draft Goods and services contracts in close collaboration with Operations Manager to be submitted to CD for approval
• Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible.
• Ensure that all documentation and paperwork required for procurement processes are in or order and where necessary liaise with requesting departments in instances where documentation is incomplete or wrong. In line with this, ensure the proper filing and safe keeping of procurement documents.
• Ensure all purchases of goods and services comply with procurement policies and guidelines and that all supporting documentation is up to date.
• Working with the Regional and branch team and coordinate and ensure all project related purchases are processed, reviewed, and approved in the procurement system and in accordance with BRAC International procedures.
• Maintain records of all transactions, quotations, procurement process, copies of records of expenditure, receipts, etc. in an efficient filing system ensuring all records are accounted for and easily accessible by relevant officers.
• Receive and process incoming requests (requisitions) based on provided specifications and confirm any other relevant information from requestors and seek recommendations from the Operations Manager.
• Coordinate and monitor the delivery of ordered goods and services and ensure all received goods and services are in accordance with the terms and specifications of the purchase order.
• Spearhead payment preparation and documentation and liaise closely with the Regional Manager, Operations Manager and Finance Manager concerning payment of purchased goods and services.
• Assist with processing and maintenance of service contracts, lease, and rental agreements, etc…
• Under the supervision of the Operations Manager, organize all team logistics including arranging hotel accommodation, transportation, and conference facilities while ensuring project visibility.
• Supervise BRAC NGO drivers and Office Assistant as per BRAC PMS and ensure compliance to Safety and security procedures.

Inventory and Asset Management:

• In collaboration with the Operations Manager, ensure that all BRAC vehicle are serviced in a timely manner and that they are in a good condition
• In collaboration with the Operations Manager, organize asset disposals process in accordance to the disposal procedures in place.
• Perform physical counts of assets and inventory on a quarterly basis, ensuring that said assets and inventory are indicated in an electronic database; said database is to be updated on a quarterly basis
• Assist in tracking office supplies to ensure adequate stocks are maintained.
• Ensure effective stock management and reporting.

Fleet Management:

• Manage the contract for regular vehicle maintenance.
• Reconcile all payments made at the end of every month and submit a detailed report on the fleet and costs incurred by BRAC NGO and AIM project.
• Compile fuel and mileage report timely and insure adherence to the vehicle usage policy
• Track the movement of vehicles for trips outside the office and ensure the vehicles are timely serviced and, in a road, worthy condition.
• Assign vehicles and drivers according to the location, duration and condition of vehicles.
• Assist visitors with travel arrangements (flight change, ticket confirmation, pick up to/from the airport, etc.) and accommodation
• Ensure all passengers adhere to BRAC vehicle policies including signing of waivers of liability where passengers carried are non-BRAC staff.
• Supervise BRAC NGO drivers and ensure compliance to Safety and security procedures
• Provide travel and administrative support to the project team and consultants.

Executing and monitor administrative activities:

• Establish and run the BRAC-Rwanda Regional Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take messages.
• Supervise general administrative duties e.g. office cleanliness, mails, office supplies, etc…
• Ensure that office and office equipment are clean, and that staff are provided with refreshments
• Provide administrative support and any other duties as called upon.

Safeguarding responsibilities:

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation.
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Key Performance Indicators (KPIs):

• The successful Procurement, Logistics and Administrative Officer will combine exceptional people management skills and experience in managing procurement and logistics in a fast-paced environment. S/he will have previous experience in working in an NGO implementing multi sectoral youth, education, livelihoods, and social development projects.
• S/he will have an outstanding ability to provide solutions to complex challenges, provide oversight of innovative programs within the current and future program structure of BRAC International.
• S/he will also have proven experience with cross-cultural team and capacity building, individual staff development and strong mentoring skills. The successful candidate will be able to provide oversight across the Regional office portfolio.
• S/he should be willing to travel to remote project locations, have a strong initiative to work in communities and vulnerable adolescent boys and girls, young women and men, support coordination with community leaders, and ensure high quality implementation and accountability.

Success Factors:

• The successful Procurement, Logistics and Administrative Officer will combine exceptional people management skills and experience in managing procurement and logistics in a fast-paced working environment.

Academic Qualifications:

• Bachelor’s degree or equivalent in Business Administration, Supply Chain Management, Procurement and Logistics Management/ Public Administration or any other related field required.
• Diploma in Purchasing and Supplies Management is preferred.

Required Skills, Competencies & Knowledge:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.
• Demonstrated strong organizational and time management skills.
• Strong communication skills as well as written and verbal English, Kinyarwanda skills
• Work and make decisions independently and contribute to overall operations at management levels
• Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
• Maintain a high-performance standard with attention to detail, completing tasks within set timeframes
• Manage large and diverse workload under pressure with competing priorities
• Maintain the integrity of official records
• Analyze and solve complex problems and make sound decisions
• Work with minimal supervision and ability to work in a multi-cultural environment required.

Experience Requirements:

• 3+ years of paid work experience in Procurement and Logistics.
• 3+ years of work experience in an NGO managing different donor grants

Employment type: Regular/Fixed-Term

Salary: Negotiable