PROCUREMENT & LOGISTICS SPECIALIST
RTI International is an independent, nonprofit research institute providing research, development, and technical services to government and commercial clients worldwide. The Food Security and Agriculture division within the International Development Group is implementing the USAID-funded Feed the Future Facilitate Investment Required For Sustainable ExporT (FTF FIRST) activity in Rwanda. FTF FIRST is a five-year program that will work with and through the Government of Rwanda (GOR) to boost economic growth by increasing export of the country’s high-value agricultural crops such as coffee, tea, fresh beans, peppers, and chili.
Under the direct supervision of the Finance and Operations Director, the Procurement and Logistics Specialist is to provide overall management of project logistical needs including but not limited to the processes of procurement (local and international), transport of procured goods, and oversight of asset management and inventory control. The Procurement and Logistics Specialist will provide leadership and coordination of the entire logistics component for the project by ensuring compliance with RTI logistical and procurement standard operating procedures (SOPs) in country.
- Perform all phases of sourcing activity to ensure best value and within required lead times for a variety of requirements in Rwanda, including analysis of overall budgetary impact for all types of procurement transactions.
- Take the lead in the preparation and implementation of the annual procurement plan supported with budget and timetables.
- Effectively negotiate with suppliers on a wide variety of commodities (agricultural technologies, protective equipment, vehicles) and services for the best overall value to the project
- Coordinate issuance of purchase orders in accordance with company policies and procedures
- Contribute to the supply chain management efforts up to and including logistical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services.
- Coordinate the freight forwarding efforts with the RTI Logistics Office and Home Office Support Team as required
- Prepare, issue, and negotiate RFQ(s) for assigned procurements such as materials, equipment, commodities, and services.
- Understand and ensure compliance with legal guidelines, Federal Export Control (if applicable), contracting principles, sourcing and price/cost analysis requirements.
- Assist the Home Office Support Team in the preparation of requirements of federally funded contracts for consent to subcontract, source and origin waivers and budget approvals for nonexpendable property.
- Oversee logistical management of the project inventory and commodities required for operations within Rwanda and the remote locations. Collaborate with home office and local partners on property disposition as needed.
- Provide leadership of overall property management and inventory control, reports, custody control documents, reconciliations for both expendables and non-expendables according to USAID rules and regulations.
- Conduct cycle inventory reconciliation and conduct planned inventory and post spraying inventory exercise and maintain an updated asset and inventory records for the project.
- Ensure timely reporting on stock status to program implementation staff and help program implementation staff plan stock replenishment in various locations.
- Work closely with the Regional Logistics Assistants to ensure adequate storage and distribution of insecticides, protective equipment and gear as needed.
- Identify any funding gaps and work with the Chief of Party and Finance and Operations Director to mobilize additional resources.
- Ensure adherence to RTI’s SOP procedures for IRS related commodities ordering and distribution.
- Develop and submit weekly and monthly reports to supervisor and Chief of Party on logistics and procurement for submission to RTI/Headquarters
- Management of the Vehicle Pool and Transportation: Organize the allocation and daily availability of project vehicle(s). Establish tools for vehicles follow-up: log books, technical check-ups use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system etc.
- Perform other duties as assigned
Minimum Required Education & Experience
- Master’s degree or Bachelor’s Degree and 1 year of experience or equivalent combination of education and experience
- At least one (1) year of experience supporting or leading procurements and administration for international donors, preferably USAID
- English proficiency
- Bachelor’s Degree and 5 years of experience, Master’s degree and 3 years of experience, or equivalent combination of education and experience.
- At least three (3) years of experience supporting or leading procurement work for international donors, preferably USAID
Skills & Abilities
- An understanding of and commitment to RTI’s mission and values;
- Additional professional training in procurement and logistics management preferred;
- Knowledge of USAID procurement policies and regulations a plus;
- Excellent knowledge of Microsoft Office and procurement software;
- Strong organizational, reporting and management skills;
- Excellent interpersonal skills and ability to work as part of a team;
- Strong verbal and written English communication skills;
- Strong presentation and facilitation skills;
- Ability to build effective relationships with all clients, peers, and stakeholders;
- Ability to work hands-on, independently, and within team;
- Demonstrated success managing and leading technical and administrative teams;
- Strong organizational and interpersonal skills and ability to work in a team-oriented setting;
- Strong oral and written communication skills and ability to coordinate activities with officials from host country government, US Government, NGO’s, and other agencies;
- Strong computer skills: Microsoft Office Applications;
- Experience in general business administration and financial management;
- Willingness to travel frequently.
Physical and mental demands of this role include those that must be met by an employee to successfully perform the essential functions of this job, as outlined above. Examples include: remaining in a stationary position for long periods of time; operating a computer and other office machinery; thinking, learning, and concentrating effectively and frequently communicating with other people, both within RTI and outside of RTI; frequently moving about inside and travel between offices and laboratories; frequently conducting laboratory site inspections (if applicable), ability to handle the stress associated in meeting frequent, multiple and tight deadlines, ability to work in excess of 40 hours per week as workload and deadlines may require, ability to have regular, reliable and predictable attendance.
inspections (if applicable), ability to handle the stress associated in meeting frequent, multiple and tight deadlines, ability to work in excess of 40 hours per week as workload and deadlines may require, ability to have regular, reliable and predictable attendance.