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Raising The Village provides a combination community-based projects to address the immediate needs of households living in extreme poverty to support them in building their foundation for long-term household income development. Raising The Village is committed to building affordable and effective poverty solutions which deliver lasting outcomes.
Overall Responsibilities
The Procurement & Logistics Officer plays an important role within RTV. He/she is responsible for all Operational activities for Raising The Village which includes; acquisition of goods and services; fleet management; stores and inventory management, facilities management as well as assets management in a timely manner and within the budget.
Specific Roles/Responsibilities 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 programmes 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 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 programmes 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 / catalogs of all operational and frequently procured items.
- Adhere 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 with Operations and implementation department to faclitate 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, motor cycles 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; disposals are conducted in time and in a 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 assets tracking.
- Ensure that all assets are tagged/labelled and a proper record 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, 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 practice.
- Perform any other duties in line with logistics/procurement as will be requested by the supervisor.
Required Qualifications:
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.
Raising The Village is committed to Equity and Inclusion in the workplace and is proud to be an equal opportunity employer
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