Description
Heifer International is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, colour, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
The Organization
Heifer Project International is a global non-profit organization founded in 1944 that works towards ending hunger and poverty while caring for the earth. Heifer International is now accelerating its strategic approaches to closing the Sustainable Living Income (SLI) gap for ten million additional small holder farmer households globally by 2030; In Rwanda, our aim is moving 300,000 smallholder farmers to achieve sustainable living income by 2030 against Heifer Africa target of 6.745 million. Heifer does this through the sustainable locally led Development approach.
Function
Under the supervision of the Procurement Specialist, the Procurement Officer will be responsible for supporting procurement activities in compliance with organizational policies and procedures. The role involves assisting in supplier sourcing, contract negotiations, cost-effectiveness analysis, and maintaining procurement records. The Procurement Officer will work closely with internal departments to ensure the timely and efficient procurement of goods and services while upholding ethical and legal standards.
Responsibilities & Deliverables
A. Procurement Planning & Execution (30%)
- Develop and implement procurement plans based on organizational needs.
- Identify and evaluate suppliers while ensuring compliance with procurement policies.
- Prepare and issue Requests for Quotations (RFQs), Requests for Proposals (RFPs), and purchase orders.
- Ensure all procurement processes align with donor and organizational guidelines.
B. Supplier & Contract Management (20%)
- Establish and maintain strong relationships with suppliers.
- Negotiate contracts to ensure cost-effectiveness and value for money.
- Monitor supplier performance and resolve procurement-related issues.
C. Compliance & Risk Management (15%)
- Ensure procurement activities comply with internal policies, donor requirements, and national regulations.
- Maintain procurement records, including contracts, invoices, and supplier performance reports.
- Identify procurement risks and recommend mitigation measures.
D. Budget & Cost Control (15%)
- Work with finance and program teams to ensure procurement aligns with budgetary constraints.
- Identify opportunities for cost savings and process improvements.
E. Reporting & Documentation (15%)
- Maintain accurate procurement records for audit and reporting purposes.
- Prepare procurement reports, including purchase tracking and supplier evaluations.
- Maintain and update project databases, ensuring documents are properly archived in both hard and soft copy formats.
F. Other Duties (5%)
- Perform any other duties assigned by the supervisor or designee.
Minimum Requirements
- Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
- Professional certification (e.g., CIPS, CPSM) is an advantage.
- Minimum of 3-5 years of experience in procurement, preferably in international development organizations (INGOs).
Preferred Requirements
- Strong knowledge of procurement regulations, contract management, and supply chain principles.
- Experience working with donor-funded projects is desirable.
Most Critical Proficiencies
- Excellent organizational and administrative skills.
- Strong planning and coordination skills with the ability to prioritize competing tasks effectively.
- Excellent communication skills (both written and verbal), including the ability to interact with diverse audiences.
- Strong negotiation and interpersonal skills with the ability to establish and maintain effective working relationships.
- Good analytical skills with the ability to make independent judgments and decisions.
- Proactive, results-oriented, and customer-centric, with a focus on meeting needs and delivering efficiently.
- High integrity and strong ethical conduct, aligned with professional and organizational codes of ethics.
- Innovative mindset with a commitment to continuous improvement and quality enhancement.
Essential Job Functions & Physical Demands
- Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse team.
- Frequent face-to-face, telephone, and electronic communication with colleagues and external stakeholders.
- Ability to handle sensitive information with confidentiality.
- Self-motivated and capable of working with minimal supervision, including the ability to work long or irregular hours when required.
- Strong organizational and time-management skills, with the ability to work independently.
- Willingness and ability to work outside normal business hours as needed.
Deadline for Applications: 5th April 2025.