JOB AT American Refugee Committee (ARC) : Procurement Assistant : ( Deadline : 04 August 2019 )

JOB AT American Refugee Committee (ARC) : Procurement Assistant : ( Deadline : 04 August 2019 )

VACANCY – PROCUREMENT ASSISTANT

Kuja Kuja is a new initiative from ARC, which collects real-time feedback from the communities that we serve. This feedback helps ARC to improve our services and to build a deeper connection with communities. ARC has successfully launched Kuja Kuja across Uganda, Somalia, and Rwanda.

ARC is looking for a qualified, self-driven and committed individual – for the position of Procurement Assistant, based full time in Kigali

POSITION

PRIMARY PURPOSE

Procurement Assistant)

Reports to: Procurement Officer

Job Summary:

Based in Kigali, the Procurement Assistant (PA) will support a comprehensive range of procurement activities under the guidance of the Procurement Officer, ensuring efficient and effective procurement service delivery in the Rwanda program. The Procurement Assistant (PA) will perform and apply appropriate processes, procedures, and policies that support efficient procurement services.

Duties and Responsibilities

Provide input to updating of procurement databases and records to ensure accuracy and organization of information and its availability and accessibility for others.
Provide input for the timely and efficient capturing of data in the in-house procurement tracking tool and ensuring accuracy of the data and update the status of the purchase requisition in the tool on each step of progress.
Compile all necessary documents used in the procurement process to ensure completeness of the procurement file; escalate non-compliance in documentation to the Procurement Officer
Receive of purchase request forms from requestors; guide requestors on how to ensure completeness and accuracy of the documentation
Timely and orderly issuance of the procurement reference numbers for the purchase requisitions and Purchase orders and ensure accurate and timely recording in the procurement tracking tool.
Perform administrative procurement activities in a timely and efficient manner, to support the ARC program in the purchase of goods and services for efficient field operations.
Under the supervision of the Procurement Officer, he/she will identify and source vendors for the supply of required goods and services for both Kigali and field sites
Under the supervision of the procurement officer, he/she will compile data, prepare and distribute documents, (e.g. evaluate offers, analyze bids), ensuring standard processes are followed.
Collaborate with Procurement Officers to support the procurement processes and ensure a systematic approach to meeting program needs and ensure compliance with ARC policies and procedures, as well as donor and government regulations
Document any deficiencies or discrepancies in processes and/or delivery when informed by the client or warehouse department and escalate to supervisor for corrective actions to be effected
Follow standard emergency response practices to support ARC to quickly respond and deploy emergency supplies and needed resources to affected areas in case of crisis
Under the guidance of the procurement officer, coordinate with the Logistics Clerk, Procurement Manager, and Finance Department to ensure that payments are processed in a timely manner as per the Purchase Order or Contract terms.
Support Procurement Officer in preparing periodic reporting requirements
Other appropriate duties as assigned by the supervisor

Education, Technical Skills & Knowledge required

A0 Bachelor’s degree in Procurement Management, Operations Management, Business Administration, Supply Chain Management, Humanitarian Logistics, or other related field required
Professional certifications such as CIPS, CPP CSCP, and/or continued education and specialized trainings in procurement and /or logistics management would be an added advantage
Minimum 3 years’ experience with similar responsibilities in procurement or operations, with experience working for a reputable and humanitarian or development INGO preferred
Demonstrated ability and technical skills in supply chain management and asset management
Proven skills and knowledge in the design and use of Information Management Systems (IMS)
Experience working with suppliers or other third parties om a daily basis
Knowledge of donor’s procurement policies (US Gov, UNHCR, etc.)
Computer literacy skills with Microsoft application packages
Ability to communicate in spoken and written English with aptitude in reporting is mandatory
Fluency in French and Kinyarwanda would be an added advantage

Minimum requirements:

Ability to work under pressure adapt to situations as required due to changes on the ground
Keen eye for detail with a capacity to think ahead and highlight areas of risks and concerns
Excellent communication skills with a strong sense of diplomacy
Ability to work in a sensitive multi-cultural context and a respectful team player.
Demonstrated continuous education and specialized trainings in procurement and logistics management
Excellent communication skills with a strong sense of diplomacy
Demonstrate commitment to ARC’s core values and policies
Ability and willingness to travel and spend long periods of time in remote field areas, up to 5%
Experience working on procurement activities including purchasing, vendor research, etc.
Experience coordinating with suppliers (e.g. retailers, wholesalers and traders)

APPLICATION GUIDELINES:

Submit 1 page Cover letter, an updated CV (maximum three pages) and names, title, and contacts of three professional referees, to include most current employer/supervisor – via email to [email protected] with the POSITION applied for clearly indicated in the subject line. The deadline for submission of applications is 4th August 2019 at 5:00 pm.

Only applications received through the stated email address will be considered. Only shortlisted candidates will be contacted.

American Refugee Committee is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. American Refugee Committee complies with all applicable laws governing nondiscrimination in employment.