Procurement & Logistics Officer

Procurement

• Ensure that all RTV procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the timeframes stipulated in the policy and programs department work plans.
• Ensure quick, efficient and supportive services for projects is provided with communication/feedback regarding difficulties and concerns.
• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Ensure an accurate and detailed monthly operational tracking report is prepared and circulated to the Procurement & Logistics Officer, Country Manager, District Heads, and the Head of Operations.
• Ensure that procured goods are received, registered, and dispatched in an efficient and accountable manner.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of logistics related practices.
• In line with the programme’s procurement requests, prepare a consolidated programme procurement plan based on the project design.
• Manage supplier pre-qualification processes and contracts.
• Negotiate pricing and supply contracts for better deals.
• Maintain an updated price list/catalog of all operational and frequently procured items.
• Adhere to and implement Operational policies and procedures in accordance with RTV standards.
• Provide technical support and supervision to the Administrative Assistant.
• Suggest updates to the Operational policies, procedures, and SOPs based on best practices as might be required

Inventory Management

• Ensure that all items moving through stores are handled in accordance with RTV policies and procedures and in a timely manner.
• Maintain proper store documentation for all project materials/items and keep updated stock management documents at all times.
• Support the nominated district operations support persons to ensure proper housekeeping of the stores.
• Produce a monthly stock report and share it with the Operations and implementation department to facilitate efficient use of items in the store while aiding re-stocking.

Fleet management

• Ensure that all vehicles and motorcycles at RTV are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs.
• Ensure that the RTV motor vehicle and fleet of motor cycles are handled within RTV policies and that a comprehensive fleet report is produced with an analysis of fuel consumption and general maintenance to ensure cost effectives of operations.
• Ensure appropriate use, maintenance, and repair of the motor vehicle, motorcycles, and generators.
• Review and submit monthly fuel and repair cost reports with analysis that guides management decision-making.

Asset Management

• Oversee implementation of RTV assets/property policy inclusive of asset register updating, reporting, asset movement and ensure appropriate filing of all relevant documents.
• Support the disposal of assets for the RTV to ensure that proper procedures are followed and that disposals are conducted in a timely and transparent manner.
• Oversee proper management and maintenance of assets, i.e., vehicles, motorcycles, furniture, fixtures and fittings, generators etc
• Ensure that an accurate monthly asset register is produced to facilitate asset tracking.
• Ensure that all assets are tagged/labeled and a proper record is kept in the asset tracking system.

Facilities Management

• Responsible for general office administration for proper and efficient space allocation and utilization, following up and addressing grievances raised by staff concerning staff hygiene, welfare, safety and security etc.
• Responsible for general office administration, addressing issues like office space, safety, and security, utility bills, and follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money
• Manage and maintain the contracts/lease agreements for office rents in the lease tracker.

General

• Ensure that all staff are appropriately briefed on key aspects of logistics so as to improve the services provided and communication between teams.
• Raise Operations related challenges to management.
• Recommend and advise on improvements or changes to the procedures as a means of strengthening best practices.
• Perform any other duties in line with logistics/procurement as will be requested by the supervisor.

Technical skills

• Solid knowledge and understanding of logistics procedures, policies, and systems;
• Proficient computer skills, including Microsoft Office suites;
• Ability to negotiate, establish, and administer contracts;
• Excellent English verbal and written communication skills;
• Ability to multitask, prioritize, and manage time efficiently;
• Ability to build relationships and work effectively within teams;
• Strong negotiation and organization skills;
• Ability to multi-task, work in fast-paced environments, and meet competing deadlines
• Ability to travel 40% of the time to RTV field operations.

Education and experience:

• Bachelor’s degree in Logistics/Procurement/Business Administration or related field.
• A minimum of 5 years experience in Logistics and Supply Chain Management.
• Should have a clear understanding of procurement ethics.