Procurement & Logistics Officer job at Raising The Village | Apply Now

• 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 the 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 programme's 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 facilitate 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.