Position Name

Hr, Procurement & Logistics Officer

Reports

Head of Finance & Administration

Responsibilities & tasks

Under the supervision and guidance of the Head of Finance & Administration:

• To work diligently on the assigned tasks on time and to produce results;
• To comply with the instructions of the employer or his/her representative;
• To take good care of and manage the equipment assigned to him/her in his/her work;
• To be at work and respect working days and hours;
• To maintain confidentiality of work;
•  To provide basic identification documents before starting work;
•  To follow the principles and rules governing the conduct of the Cooperative's business activities;
• Plans and schedules the procurement of materials and services requested by the various departments and branches of the IREMBO SACCO NYAGATARE;
• Carries out local market research and procuring local supplies;
• Places procurement orders, follows shipment, forwarding and clearance and ascertain availability of transport for delivery to user;
• Ensures timely delivery of procurement orders; follows shipment, forwarding and clearance and ascertains availability of transport for delivery to users;
• Ensures that all supplies purchased/donated are received by Goods Receiving Note, are properly handled;
• Prepares tender documents and oversees procurement and tender processes;
• Executes procurement contract negotiation and forwarding of contract documents for approval and signature;
• Conducts quality control on supplies and materials received;
• Ensures that recording and control of stock items is adequately maintained to ensure that the IREMBO SACCO NYAGATARE does not suffer loss due to negligence or theft;
• Develops and ensures the efficient implementation of the procurement annual plan and overall procurement strategies using best procurement practices and approved policies;
• Informs the Procurement Committee and the Tender Committee about status in procurement and budget usage;
• Maintains a detailed inventory of stocks records including inflows and outflows of material;
• Responsible for sale and disposal of IREMBO SACCO NYAGATARE assets;
• Conducts periodic assessment of supplier performance;

• Reports on indications of mis procurement;
• Is the first point of contact for suppliers;

• Participates in the process of employee recruitment, selection, contracting and onboarding process of new employees;
• Compiles, manages and updates employee file;
• Issues and maintains the staff job profiles;
• Assisting in position and salary grading vis a vis job classification;
• Performs salary administration and other employees’ remunerations;
• Initiates and coordinates capacity development, performance management and appraisals;
• Checks regularly the correct execution of mission allowances and leave requests;

• Leads the process of disciplinary sanctioning and handling appeals against disciplinary sanctions;
• Is responsible for the job rotation and systematic career and succession management;
• Leads the conductions of difficult interviews with employees;

Any other duty that does not conflict with the laws and regulations as requested by the Head of Finance & Administration or his/her superior authority.

Qualification Criteria/

Job Requirements

• Bachelor’s degree in Procurement & Supplies Management, Management, Business Administration/Law or related field.
• Three (3) years of relevant experience in the areas relevant to supply chain management, procurement and logistics and related fields or a recognized qualification in procurement is preferable.
• Integrated knowledge and understanding of support services concepts, practices, systems, and procedures.
• Ability to interact and deal with people.
• Planning, organizational, analytical and decision-making skills.

• Archives reports and administrative documents (business plan etc.);
• Conducts research and prepares presentation on the market, IREMBO SACCO NYAGATARE positioning, competition etc;
• Prepares and monitors invoices;
• Prepares documents for meetings and takes accurate minutes of meetings;
• Develops and updates administrative systems to make them more efficient;
• Exhibits polite and professional communication via phone, e-mail, and mail;
• Perform any other tasks requested by Managing Director.

Qualification Criteria/

Job Requirements

• Bachelor’s degree in Business Administration, Economics, public affairs or any other related field
• At least three (3) years of administrative assistant experience.
• Excellent organization and time management skills and ability to multi-task and prioritize work.
• Very strong written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Fluency in spoken and written English. Knowledge of French is added advantage.
• Advanced knowledge of MS Office including: Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat.