Vacancy title:
Procurement & Office Coordinator

Jobs at:
Clinton Health Access Initiative (CHAI)

Deadline of this Job:
29th November 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 16th November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

Position: Procurement & Office Coordinator

Reporting: Finance & Administration Manager

BACKGROUND:

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and-middle-income countries while strengthening the capabilities of governments and the private sector in those countries to create and sustain high-quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org

POSITION OVERVIEW:

CHAI Rwanda based program is seeking a highly motivated individual to provide office support functions. Specifically, he/she will be responsible and accountable for the implementation and monitoring of the country office procurement policies and procedures ensuring that all services, including consultancies, are sourced in a transparent, value for money and efficient manner in line with CHAI, donor and Government regulations.

He/she will also undertake a variety of day-to-day administrative and logistical office tasks. He/she will be an integral part in ensuring that our office operations run smoothly and are successful in supporting all program activities. He/she should be an organized and competent professional with phenomenal communication skills and very comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The goal is to ensure that office operations are efficient and add maximum value to the organization.

Procurement Duties & Responsibilities:

• The overall objective of the position is to assist in the development and implementation of the procurement policies and Procedures that will support CHAI Rwanda’s operations in the most cost-effective and efficient manner. Including, but not limited to:
  
• Participate and contribute to the operational planning in order to understand procurement needs and support the procurement planning for the organization;
  
• Collate procurement requests into a plan that will result in most cost-effective purchasing (Procurement);
  
• Prepare monthly procurement cash forecast where applicable for using in Finance;
  
• Lead and support the development of solicitation documents for quotations; proposals, and bids to ensure that the most technical and financial sound suppliers are identified to provide services to CHAI Rwanda office;
  
• As a member of the procurement committee ensure that all documentation required for analysis and or review is prepared and presented to the committee for comprehensive decision making;
  
• Coordinate and manage the pre-qualification and evaluation process to identify suitable competitive suppliers while following CHAI procurement best practices; that will result in technically competent suppliers for CHAI Rwanda and hence the best value for money;
  
• Following Procurement standard operating procedures(SOPs) at all times and gather the required number of bids from approved suppliers for each purchase;
  
• Assist in the review and evaluation of quotations, proposals, and bids.
  
• Coordinate the feedback and communication to all bidders to ensure an effective and transparent system that communicates positive and or constructive feedback to the bidders in a timely manner;
  
• Provide Evaluation reports to the appropriate managers, procurement committee members, technical staff that demonstrates a transparent and effective/efficient procurement process;
  
• Review and analyze supplier performance against PO / requirements to establish relevance and performance so as to provide performance feedback to both CHAI Rwanda leadership and the supplier;
  
• Liaise and work with the procurement committee to review and update the criteria selection for supplier selection;
  
• Develop and maintain an annual vendor list and ensure that each selected/identified vendor has an operating contract and that this contract is managed for successful performance;
  
• Responsible for Order Placement of office Supply / Demand
• Alignment, Material Replenishment and monitor delivery times to ensure they are on time and good condition;
  
• Prepare the purchase orders for approved purchases by the Country leadership and any other senior program managers;
  
• Keep a record of all issued purchase orders and ensure that they are matched against vendor invoices and payments.
  
• Manage and handle vendor agreements, other office contracts (rent, service etc.) and contractual relationships and monitor office expenditures;
  
• Deal with customer complaints or issues;
  
• Follow up with suppliers, as needed, to confirm or change orders;
  
• Perform out of office errands, such as liaising with vendors;
  
• Anti-terrorism compliance check.
  
• Keep a record of prequalified suppliers and ensure regular updates;
  
• Due diligence checks to ensure value for money;
  
• Proactively identify risks for fraud/fund misuse and inform CD for Mitigation/Management;
  
• Update CHAI Rwanda procurement Policy, set up mechanisms and ensure compliance;
  
• Vetting Suppliers
  

Administrative duties & Responsibilities:

• Lead and supervise the Administrative team including the IT and office Administrator and the Lead driver in a manner that empowers them to deliver on their work;
  
• Liaise with the Lead driver to manage and coordinate with drivers to arrange in-country staff travels;
  
• Coordinate and support staff to book flights for any work approved travels;
  
• Manage and handle all elements of interline travel for all employees;
  
• Ensure the safe travel (arrival and departure) of CHAI in Country visitors; including airport picking, arrangement of accommodation, ticket reservation, purchase confirmation etc
  
• Provide accurate administration of all paperwork generated at Office level;
  
• Design filing systems. Maintain hard copy and electronic filing system and ensure that the filing systems are maintained and up to date;
  
• Coordinate with the Lead driver to ensure all CHAI vehicles are properly managed, maintained and serviced on time;
  
• Draft and process invitation letters to facilitate CHAI in country visitors;
  
• Ensure the safe travel (arrival and departure) of CHAI in Country visitors; including airport picking, arrangement of accommodation, ticket reservation, purchase confirmation etc;
  
• In coordination with the IT and office Administrator, make logistical evaluation requirements regarding CHAI property repairs and maintenance;
  
• Typing/word processing, drafting of letters, preparation of spreadsheets, schedules etc as requested by your supervisor;
  
• Supporting other teams with various administrative tasks
  
• Execute any other assignment as requested by the Finance & Administration Manager.
  

Qualifications &Requirements:

• Bachelor’s Degree in Business Administration or any related field with 2-3 years’ experience in procurement functions of the well-known organization or Institution;
  
• Proven experience as office coordinator or in a similar role;
  
• Excellent communication and interpersonal skills
  
• Organized with the ability to prioritize and multi-task;
  
• Reliable with patience and professionalism;
  
• High level of undeniable integrity at work and trust worth;
  
• Ability to work independently and collaboratively on a team;
  
• Strong analytical and problem-solving skills;
  
• Exceptional diplomatic and interpersonal skills;
  
• Excellent and proven organizational skills and attention to detail;
  
• Experience working in an international non-profit environment;
  
• Ability to think creatively and be proactive;
  
• Self-motivated, team player and takes initiative;
  
• Strong verbal and written skills in English required. Knowledge of additional languages of Rwanda is a plus.