Procurement & Logistics Officer job at RTI

Procurement & Logistics Management:

• Receive and check for clarity for any PRs received from the program teams.

• Assist in receiving, reviewing, and processing incoming procurement requests from project staff, ensuring sufficient clarity on specifications is provided for goods and services.

• Participate in the tender evaluation committee meetings and document any deliberations thereafter.

• Liaise with the procurement & Logistics manager to build staff capacity on donor procurement processes and policies as well as RTI’s procurement guidelines.

• Participate in vendor evaluations for procurements whose value doesn’t exceed $ 1,000.

• Support in Bids issue during open bidding, to the interested bidders whilst maintaining a record of all bids issued.

• Ensure that all master service level agreements are executed as per the plan and monitor validity dates.

• Work closely with the Procurement & Logistics manager during vendor prequalification and ensure that the program has an approved vendor database in place.

• Assist the PLM with ensuring that all project-related purchases are reviewed and approved in accordance with the purchase authorization matrix.

• Timely follow up of vendors to ensure that timely and accurate invoices are submitted once the goods/services have been delivered.

• Regular follow up with vendors to ensure timely delivery of goods and services as per the dates stated on the purchase order.

• Support the line manager to ensure that the required documentation is available to facilitate weekly submission of invoices to finance for payment processing.

Reporting & Documentation

• Maintain and update the procurement tracker regular by sharing the procurement status update to the Procurement Manager for review.

• Ensure a proper e-filling system (Share point) for all the procurement related documents in an accurate and timely manner.

• Ensure proper filling for all consultancies & Master Service Agreements for easy retrieval and referencing.

• Ensure that there is proper and coordinated way of coding/ numbering of procurement records, ie, PR numbers, LPO number, Master service agreement Numbers which MUST follow a proper chronological order.

Vendor Management

• Attend to vendor queries and concerns ie, status of their payments, feedback from the tendering process etc.

• Dialogue with vendors to ensure compliance to quality standards and RTI’s policies.

• Proactively track all orders to ensure timely delivery of goods and services.

• Offer feedback to vendors on their performance, highlighting any key areas of improvement periodically.

• Maintain accurate supplier information across various Supplier Database.

• Receiving reports, receipts, local order forms, etc. are maintained and easily accessible by project leadership.

  
  

Logistics Management:

• Liaise with the program teams to have weekly travel plans drafted, shared and support in allocating vehicles to the different program team members.

• Perform vehicle inspections with support from the drivers for all hired vehicles prior to being deployed to support program operations.

• Review and harmonize all travel records (Log sheets) for the hired vehicles upon return to detect any inconsistences in the recorded mileage as well as invoicing the correct mileage covered.

• Report/ escalate any procurement/Logistics bottlenecks which might affect program implementation to the Procurement & logistics manager for quick support.

• Other general duties as might be assigned by the line manager.