|
Location:
|
Kigali,
Rwanda |
|
Salary:
|
None
applicable |
|
Contract
type: |
Permanent
|
|
Full
Time: |
35
hours per week |
|
Application
Closing Date: |
23
Oct 2017 |
|
Interview
date: |
Week
of 23rd of October |
|
Start
date: |
1st,
November 2017 |
VSO
is the world’s leading development organisation that works through volunteers
to fight poverty. We are unique in the way we bring people together to share
their skills and experience, generate insights and ideas and, most of all, take
action against poverty and exclusion. It’s a highly effective approach that
works, and today is helping millions of people in some of the world’s poorest
communities lifting themselves out of poverty.
is the world’s leading development organisation that works through volunteers
to fight poverty. We are unique in the way we bring people together to share
their skills and experience, generate insights and ideas and, most of all, take
action against poverty and exclusion. It’s a highly effective approach that
works, and today is helping millions of people in some of the world’s poorest
communities lifting themselves out of poverty.
Role
overview
overview
- PROCUREMENT
PLANNING
Focus on development and implementation of the procurement plans that will
support VSO Rwanda’s operations in the most cost effective and efficient
manner, Including, but not limited to:
•
Collating individual programs procurement plans and consolidating the plans
into one grand plan that results into cost effective, economical, and efficient
plan.
• Preparing monthly, quarterly and semi-annual procurement cash forecast for
finance department use in cash-flow planning.
• Participating in and contributing to programs operational planning in order
to understand procurement needs and support the procurement planning for the
organisation
Collating individual programs procurement plans and consolidating the plans
into one grand plan that results into cost effective, economical, and efficient
plan.
• Preparing monthly, quarterly and semi-annual procurement cash forecast for
finance department use in cash-flow planning.
• Participating in and contributing to programs operational planning in order
to understand procurement needs and support the procurement planning for the
organisation
2.
PRE-QUALIFICATION AND EVALUATION OF SUPPLIERS
Coordinating and managing the pre-qualification and evaluation process to
ensure that the process follows procurement best practice, is transparent and
ensures the best value for money therefore contributing to the success of VSO
Rwanda. Including but not limited to
• Leading the development and preparation of bid documents to ensure that the
most technical and financial sound suppliers are identified to provided
services to VSO Rwanda
• Participating in the pre-qualification and selection process of identifying
suitable competitive suppliers that will result is technically competent
suppliers work with VSO Rwanda.
• Coordinating 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
• Providing Evaluation documentation to the appropriate managers, procurement
committee members, technical staff that demonstrates a transparent and
effective / efficient procurement process
• Liaising and work with the procurement committee to review and update the
criteria selection for supplier selection.
• Developing and maintain a annually vendor list and ensuring that each
selected / identified vendor has an operating contract and that this contract
is managed for successful performance
• 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.
PRE-QUALIFICATION AND EVALUATION OF SUPPLIERS
Coordinating and managing the pre-qualification and evaluation process to
ensure that the process follows procurement best practice, is transparent and
ensures the best value for money therefore contributing to the success of VSO
Rwanda. Including but not limited to
• Leading the development and preparation of bid documents to ensure that the
most technical and financial sound suppliers are identified to provided
services to VSO Rwanda
• Participating in the pre-qualification and selection process of identifying
suitable competitive suppliers that will result is technically competent
suppliers work with VSO Rwanda.
• Coordinating 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
• Providing Evaluation documentation to the appropriate managers, procurement
committee members, technical staff that demonstrates a transparent and
effective / efficient procurement process
• Liaising and work with the procurement committee to review and update the
criteria selection for supplier selection.
• Developing and maintain a annually vendor list and ensuring that each
selected / identified vendor has an operating contract and that this contract
is managed for successful performance
• 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.
3.
COORDINATING PURCHASES.
Procure goods and services according to the specification, quality and
timescale and in accordance with the procurement plan: Including but not
limited to:
• Process specific purchase orders and establish contracts with suppliers,
ensure all related information is available in the local database or filing
system.
• Negotiate purchase conditions and purchase all specific goods and services as
specified in the requests.
• Consulting with all stakeholders in order to fully understand their
requirements, advising them as appropriate
• Follow-up the procurement process until goods are delivered by the supplier.
• Analyse requests of purchasing and services, including consultant, before
starting the procurement process and make sure information are accurate
• Liaising and working with the finance department review supplier bills so
that they are reconciled against LPO’s initiating payment if the bill is
accurate and negotiating with suppliers if not
• Preparing a Procurement Status Report (PSR)/ Dashboard as and when it is
needed
• Following Procurement standard operating procedures( SOP’)s at all times and
gather required number of bids from approved suppliers for each purchase
COORDINATING PURCHASES.
Procure goods and services according to the specification, quality and
timescale and in accordance with the procurement plan: Including but not
limited to:
• Process specific purchase orders and establish contracts with suppliers,
ensure all related information is available in the local database or filing
system.
• Negotiate purchase conditions and purchase all specific goods and services as
specified in the requests.
• Consulting with all stakeholders in order to fully understand their
requirements, advising them as appropriate
• Follow-up the procurement process until goods are delivered by the supplier.
• Analyse requests of purchasing and services, including consultant, before
starting the procurement process and make sure information are accurate
• Liaising and working with the finance department review supplier bills so
that they are reconciled against LPO’s initiating payment if the bill is
accurate and negotiating with suppliers if not
• Preparing a Procurement Status Report (PSR)/ Dashboard as and when it is
needed
• Following Procurement standard operating procedures( SOP’)s at all times and
gather required number of bids from approved suppliers for each purchase
4.
IDENTIFYING AND BUILDING RELATIONSHIPS WITH SUPPLIERS
To assess and select potential vendors, from the vendor list, drawing up
contracts according to VSO Rwanda procedures in a way that builds long term,
mutually beneficial relationships: Including but not limited to:
• Develop standard contracts in line with VSO guidelines, ensuring that VSO
Rwanda interests are protected and that the resultant contract is legally
compliant
• Educating suppliers so that they comply with VSO Rwanda’s procedures and
provide proper documentation that will ensure timely payments to be made.
• Monitoring and reviewing all contracts to ensure that all activities of VSO
Rwanda comply with legal and contractual obligations, especially that timely
payments are made; reporting to the appropriate accountable manager in the case
of non-compliance
• Monitoring supplier performance, working with suppliers on issues management
and changes as required.
IDENTIFYING AND BUILDING RELATIONSHIPS WITH SUPPLIERS
To assess and select potential vendors, from the vendor list, drawing up
contracts according to VSO Rwanda procedures in a way that builds long term,
mutually beneficial relationships: Including but not limited to:
• Develop standard contracts in line with VSO guidelines, ensuring that VSO
Rwanda interests are protected and that the resultant contract is legally
compliant
• Educating suppliers so that they comply with VSO Rwanda’s procedures and
provide proper documentation that will ensure timely payments to be made.
• Monitoring and reviewing all contracts to ensure that all activities of VSO
Rwanda comply with legal and contractual obligations, especially that timely
payments are made; reporting to the appropriate accountable manager in the case
of non-compliance
• Monitoring supplier performance, working with suppliers on issues management
and changes as required.
5.
MONITORING USE
To monitor use of purchased goods and materials. This is to help to protect the
VSO from incurring losses by minimizing fraud and waste.
6. MONITORING AND UPDATING SUPPLIER INFORMATION AND DOCUMENTATION MANAGEMENT.
Inputting and updating the supplier dataset to ensure that all supplier
information is up to date and all the necessary paper, including departmental
memos, minutes are stored in a manner that enables easy access and referencing
when required: Including but not limited to
• Setting up and filing all supplier information, hard and soft copy, to enable
easy access when required
• Filing all procurement communications and correspondence for reference when
required
• Filing all procurement documents and maintaining proper record of purchases
made
• Ensure that all the relevant documentation is attached to payment vouchers so
that payments may be made in a timely manner
• Keeping users informed, by producing the procurement status report,
concerning the status of procurement requests and anticipated delivery times,
especially in the case of delays or problems
Perform any other duties as may be ascribed by the line manager
MONITORING USE
To monitor use of purchased goods and materials. This is to help to protect the
VSO from incurring losses by minimizing fraud and waste.
6. MONITORING AND UPDATING SUPPLIER INFORMATION AND DOCUMENTATION MANAGEMENT.
Inputting and updating the supplier dataset to ensure that all supplier
information is up to date and all the necessary paper, including departmental
memos, minutes are stored in a manner that enables easy access and referencing
when required: Including but not limited to
• Setting up and filing all supplier information, hard and soft copy, to enable
easy access when required
• Filing all procurement communications and correspondence for reference when
required
• Filing all procurement documents and maintaining proper record of purchases
made
• Ensure that all the relevant documentation is attached to payment vouchers so
that payments may be made in a timely manner
• Keeping users informed, by producing the procurement status report,
concerning the status of procurement requests and anticipated delivery times,
especially in the case of delays or problems
Perform any other duties as may be ascribed by the line manager
Skills,
qualifications and experience
qualifications and experience
- Education
and Certifications & job experience
• University degree in management, or business Administration. A
professional qualification in procurement and supply chain management is
an added advantage.
• At least 3 years of relevant work experience in procurement, logistics,
office/business administration in private or government sectors;
2. Essential Knowledge and Experience
•
Experience in the preparation and operationalization of procurement plans.
• Very good computer skills in MS excel and Access.
• Being able to use English and French both writing and reading.
• Experience of developing, implementing and monitoring KPIs with external
suppliers’
• Good negotiation skills with a keen eye on monitoring delivery of all
contractual obligations.
• Experience of proactively building and managing positive working
relationships internally and externally with ability to manage difficult
situations and remain calm under pressure
Experience in the preparation and operationalization of procurement plans.
• Very good computer skills in MS excel and Access.
• Being able to use English and French both writing and reading.
• Experience of developing, implementing and monitoring KPIs with external
suppliers’
• Good negotiation skills with a keen eye on monitoring delivery of all
contractual obligations.
• Experience of proactively building and managing positive working
relationships internally and externally with ability to manage difficult
situations and remain calm under pressure
3.
Competency
a) Management
• Must be able to work with less supervision.
• Must be able to use Microsoft Office applications efficiently
• Must have proven experience in training, coaching, mentoring and developing
others.
• Must have experience of working effectively and comfortably in a cross-cultural
environment and with multi- and interdisciplinary teams in a large
organization.
Competency
a) Management
• Must be able to work with less supervision.
• Must be able to use Microsoft Office applications efficiently
• Must have proven experience in training, coaching, mentoring and developing
others.
• Must have experience of working effectively and comfortably in a cross-cultural
environment and with multi- and interdisciplinary teams in a large
organization.
b)
Behavioral Competencies including
Integrity; excellent interpersonal; communication and negotiation skills;
fluency in written and oral English; team working including virtual
team-working; self-motivated; innovative mind set, high learning ability;
active listening skills; demonstrated initiative; high levels of gender
sensitivity; stress tolerance and good judgment.
Behavioral Competencies including
Integrity; excellent interpersonal; communication and negotiation skills;
fluency in written and oral English; team working including virtual
team-working; self-motivated; innovative mind set, high learning ability;
active listening skills; demonstrated initiative; high levels of gender
sensitivity; stress tolerance and good judgment.
VSO
reserves the right to close this job early if we receive a sufficient number of
applications.
reserves the right to close this job early if we receive a sufficient number of
applications.
If
you’re interested in applying for this role, please download the job description
for more information.
you’re interested in applying for this role, please download the job description
for more information.
To
submit your application, click on ‘Make an application’ and complete all
relevant fields on the online application form.
submit your application, click on ‘Make an application’ and complete all
relevant fields on the online application form.