Procurement Officer at The Urugo Women’s Opportunity Center (WOC): (Deadline 8 April 2025)

Procurement Officer at The Urugo Women’s Opportunity Center (WOC): (Deadline 8 April 2025)

JOB TITLE: PROCUREMENT OFFICER

Vacancy Announcement: Kayonza, April. 1^st 2025

Urugo-Women’s Opportunity Center is recruiting for the position of PROCUREMENT OFFICER. (PO). This position is open to All Interested Candidates/All Sources and is available to start immediately. The position is responsible for the efficient coordination of activities in accordance with established procurement policies and procedures.

Specific duties include but are not limited to:

DUTIES AND RESPONSIBILITIES

Procurement

• Ensure that all Procurement activities comply with procedures and donor
• Complete and comply with procurement documentations and legal terms in the bidding process (all procurement methods should be observed etc.)
• Draft Purchase Orders and Service/Supply Contracts for review by the Finance Manager and approval by the Executive Director; monitor service contracts to ensure timely delivery of goods and services and liaise with Finance to ensure timely processing of payments to vendors/contractors for goods and services received.
• For large or specialized purchases or services and outsourced services, manage the processof tendering, including the preparation of tender bidding documents and tender schedules, and provide the tender selection committee with accurate and timely information upon which to base a decision.
• Work with the Programs teams and field offices to develop and implement Procurement Plans for each project in accordance with project activity plans and budgets.
• Conduct regular market surveys on
• Develop and maintain a database for suppliers /vendors for reference
• Prepare and manage contracts for supplies /services that are carried out on an ongoing, regular basis.
• Develop and maintain a Contract Tracking Sheet that tracks all types of contracts to ensure timely payments, renewals, amendments, etc., as needed.
• Provide quality assurance on supplies and ensure that WOC is getting ‘value for money’ in all its purchases and services.
• Negotiate with major service providers on ways of enhancing service

Asset Management

• Maintain the centralized Asset Register to ensure timely and accurate information on all assets always, including assignment of asset numbers to new items upon purchase, tracking the movement/assignment of items to individuals and field offices, condition of assets, etc.
• Conduct periodic inventory checks of all assets and at least one physical verification of assets per year; update the Asset Register accordingly.
• Ensure that disposal of obsolete or damaged assets is properly approved and documented, as per established procedures, and that any sale of assets is conducted according to WOC policy guidelines and donor requirements, as applicable.
• Coordinate with the Finance and Logistics Manager and Headquarters to ensure the timely and accurate insurance of all country office assets and property through the management of annual insurance contracts.

Stock Management

• Maintain office supplies storeroom and program supplies storerooms with clear records to track in/out/balance of supplies and an efficient system of replenishment to avoid stock-outs.
• Ensureproper inventory control to prevent loss, damage, or theft of
• Conduct periodic inventory checks of all stock and at least one physical verification of stock per year; update stock records accordingly.
• Ensure that all goods received are recorded, stored, and allocated in accordance with the established procedures.
• Ensure that redundant/obsolete supplies are identified and recommended for disposal as appropriate and in accordance with established procedures.
• Transport Fleet Management
• Manage fleet of vehicles
• Ensure that all vehicles are correctly registered, insured, serviced, and
• Ensure the most cost-effective and reliable means of transport are used for the timely delivery of supplies to project sites.
• Establish and maintain a system to ensure cost-effective transport of staff in Rwanda, including the coordination of WOC vehicles and drivers and the supplemental use of public transport /taxis as needed.
• Oversee the usage of transport by staff, ensuring the completion and approval of Transport Request Forms for all journeys.
• Oversee the rental of vehicles when necessary and according to established procurement procedures.
• Conduct monthly verification of Vehicle Mileage Log
• Prepare monthly fuel consumption analysis reports for the finance manager to review before recording them into Intact.
• Line manage all Drivers, including regular performance reviews and administrative issues pertaining to time and attendance and accounting system

Miscellaneous Logistics Tasks

• Maintainan efficient filing system for all procurement and logistics-related forms, records, contracts, etc.
• Provide logistics support to field offices, as required, including logistics capacity building for all staff.
• Track utility usage and payments for the Kigali head office (electricity, water, local administrationfees, ) and prepare payment requests in the accounting system as per respective contracts and invoices.
• Perform any other duties as may be assigned from time to time by the senior

SKILLS AND QUALIFICATIONS

• Bachelor’s Degree in procurement, Bachelor’s Degree in Business Administration, Bachelor’s Degree in Public Administration or related field.
• Diploma/Certificate in procurement, logistics, purchasing /supply
• At least three (3) years of relevant work experience in a procurement/logistics-relatedfunction, preferably with a National or INGO.
• Stronginterpersonal and communication
• Mustbe a team player
• Proficiency in computer application
• Strong organizational
• Ability to work independently, prioritize tasks, meet deadlines, and take
• Fluency in written and spoken English and Kinyarwanda is  French language skills are added advantage.

If you are interested in this position, please send your detailed e-mail application, High Academic Degree, CV, and cover letter in English by April 8^th, 2025, to [email protected] Please include the position title in the subject line.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED. Urugo Women’s Opportunity Center (WOC) is an equal opportunity employer, and women and girls are strongly encouraged to apply.