Summary
Date Posted: Monday, November 06 2023, Base Salary: Not Disclosed

JOB DETAILS:
Role Summary
• The Country Programs and Procurement Support will also assist the office internal and external communications to ensure the running of a cohesive, coherent program, and all procurement activities shall be carried out in compliance with laid down policies, rules, and regulations, while enforcing transparency and accountability in the administration and procurement process to ensure value for money. This position reports to the Country Director with matrix reporting to the Procurement Officer, Country Support East & Southern Africa.

Key Measures of Performance
• Smooth flow of administrative processes in the country to achieve operational efficiency.
• Procurement of consultants, goods, and services of desired quality in the country.
• Maintenance of up-to-date records and timely submission of all relevant reports.
• Annual Administration and Procurement plans aligned to AGRA’s business requirements and cost savings achieved.
• Compliance with administration and procurement policies and procedures.
• Achievement of administration and procurement lead times and service level agreements.
• Effective utilization of the Oracle SCM system in processing of procurement requests.
• Compliance with AGRA’s Occupational Safety and Health Administration (OSHA) procedures and ensuring no adverse audit findings.
• Support the HRA Team in implementation of employee engagement activities at country level.
• Support the HRA Team in onboarding of new hires in-country and provision of tools of trade.

Major Duties and Responsibilities
Purpose – Manage Integrated Processes
• Oversees all arrangements including outside logistics related to conferences and workshops within the country.
• Drafts agenda, request for related resources, compiles and distributes background documentation for all meetings and conferences.
• Draft appropriate responses to general correspondences for supervisor’s approval.
• Compiles and maintains a shared spreadsheet reflecting expenses on all program administrative actions and information required for program activities.
• Oversees all appointments and handles general enquiries (verbal/written) for the function. Ensure procurement best practice is followed using the detailed guidelines provided in AGRA’s Procurement Policy and Procedures Manual.
• Ensure best practice is followed using the detailed guidelines provided in AGRA’s Administration Procedures.
• Ensures AGRA’s Occupational Safety and Health Administration (OSHA) compliance as per labor laws in liaison with the Senior Administration Officer (Pan- African)
• Coordinate country procurements and ensure that the teams are adequately trained, vendors prequalified and overall compliance with procurement policy and procedures manual.
• Prepare country administration and procurement plans in consultation with the country team and ensure that the plan is followed, including quarterly meetings with the Country team to update the plan.
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner.

Engagement – Align
• Liaise with Human Resources Business Partners (HRBPs) to ensure onboarding and offboarding of staff and assist with the operationalization of employee engagement activities.
• Relays, responds and/or re-routs general requests for information, electronic communication and facilitation, liaison with other offices of AGRA and representative from other institutions.
• Assists in specific administration tasks assigned by the Program Teams.
• Oversees flow of information between the program and other AGRA functions and offices and follows up on action points as required.
• Providing information on relevant materials, updates information regarding planned travel and meetings.
• Identifies, compiles and extract information from files, publications, databases, and other sources on own initiatives or as directed by the programs team.
• Participate in bid opening(s) and proposal(s) reviews.
• Conduct negotiations or recommend a negotiating team where applicable and negotiate contractual agreements with suppliers to ensure that service, added value, lowest total cost while ensuring quality is not compromised.
• Sensitize country teams on a regular basis on the administration and procurement process through regular updates and staff trainings.
• Carry out vendor prequalification and maintain a vendor database.
• Coordinate the staff travel (make sure travel authorizations are approved and upon return travel expenses are settled on time)
• Facilitate AGRA staff and visitors’ visa and other protocol related approvals.
• Review monthly financial reports submitted by the host institution and work with AGRA finance to resolve emerging issues.
• Coordinate and draft the country’s annual budget and make sure spending is aligned with the approved budget.
• Planning, organizing, and executing various types of events, such as meetings, conferences, workshops and trainings and its associated logistics arrangements (Invitation and Confirmation secure venues, catering, transportation etc)
• Work closely with staff and vendors to ensure that the event meets the expectations and goals of all parties involved.
• Create and manage event timelines, budgets, and schedules.

Delivery – Sustain Service
• Maintains a real time record of on-going projects and those in the pipeline.
• Organizes for administrative and logistical arrangements for visitors, including compiling and providing information or relevant materials required.
• Upon request by the Country Director or Programs teams, writes, and disseminates reports of meetings to enhance information flow and sharing among programs staff.
• Delivers on other duties in accordance with instructions from the Country Directors as well as sometimes attending and participating in meetings.
• Organizes all in-house meetings and records deliberations of the same, attends meetings/workshops on behalf of the country and writes a report.
• Provides routine/general information on AGRA to external enquiries and redirects as required.
• Organize and assigns daily task to the administrative unit staff.
• Documents all incoming correspondence and documents for the country and presents them for approval as required.
• Maintains a database of contacts (address and telephone numbers of institutions that the country deals with and any other relevant information).
• Organizes for the translations of documents submitted to the program into various AGRA official languages for ease of review by the program team.
• Maintains a robust online filing system of the country/programs activity reports and documentation and follow up actions.
• Establish framework agreements for frequently needed services such as meeting venues and goods and ensure timely renewal of agreements.
• Maintain tender/contract register.
• Enforce the procurement and contracting process and follow up on what’s due.
• Initiate purchase orders (PO) in the oracle system and follow up on approvals, payments, and closure of the POs after services/goods are delivered and paid.
• Oversees efficient vehicle management as per laid down policies and procedures.
• Plans for and assigns pool vehicles for official travel as required.

Model the IRISE Values & Be a Culture Carrier
• Integrity: Uphold moral convictions and always doing the right thing.
• Respect: Value differences and embrace diversity and inclusion.
• Innovation: Strive for excellence and embracing continuous improvement, bold creativity, and change.
• Stewardship: Be responsible for actions undertaken and resources entrusted.
• Equity: Be governed by fairness in all undertakings.

Requirements
Academic and Professional Qualifications
• Business degree in Administration, or procurement/supply chain management or related disciplines.
• Certification from Chartered Institute of Purchasing and Supply or a near equivalent from firms such as Institute for Supply Management, American Purchasing Society, International Purchasing and Supply Chain Management Institute, The International Federation of Purchasing and Supply Management and others.
• Membership to a procurement professional association.

Required Skills/Abilities
• Team player with strong leadership skills.
• Solid operational management and general business skills.
• Timely and accurate report writing skills with minimum errors.
• Ability to multi-task and prioritize work.
• Adhere to strict confidentiality.
• Adaptability to changing donor and organization requirements.
• Excellent communication and listening skills that allow you to get the “voice of the internal customer” and to understand the company culture and how to best communicate procurement’s value to it.
• Ability to “sell” procurement’s value and to run procurement as a services business like any other well-run professional services business.
• In-depth knowledge of sourcing and procurement principles and best practices.
• Strong negotiation skills.
• Experience with modern sourcing and procurement systems.
• Familiarity with relevant legislative and regulatory requirements, as well as understanding of standard contractual terms and conditions to mitigate legal risk.
• Strategic mindset and proactive problem-solving skills.
• Analytical mindset, but also creativity to seek, encourage and find non-traditional approaches to solving problems.
• Attention to details and time management skills.

Relevant Experience
• Experience working in a busy Administration office and managing procurement operations will be an added advantage.
• Knowledge and experience of NGO, donor and government(s) procurement processes and procedures.
• Experience working and supporting multicultural teams.
• Experience with project and procurement planning.

Key Competencies
• Achieving Results Effectively: Takes actions that lead to the delivery of set service targets and shows determination to meet the objectives set by others; Keeps track of and measures outcomes against own standards, over and above those set by others; Takes actions that lead to quantifiable service improvements; Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Managing and Sharing Knowledge: Keeps abreast of new developments in own field of competence and maintains personal contact in other parts of the organization with those who provide work- related information; Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others; Puts new learning into practice and draws on diverse sources of ideas and inspiration; Contributes to the identification of improvements to work processes and assists in implementing them.
• Accountability: Accepts personal responsibility for quality and timeliness of work; Takes ownership of all responsibilities within own role and honors commitments to others and to the organization; Operates in compliance with organizational regulations and rules.
• Diversity and Inclusion: Takes a conscious effort to learn about different styles of conflict resolution; Is proactive in managing conflict over differences when it arises rather than avoiding it; Listens actively for the frames of reference and does not prejudge; Seeks to understand and adapt to different styles when working with those who are different; Treats others as they wish to be treated; Shows readiness to change the way he/she does things to meet the needs of those from diverse backgrounds.
• Technical Competencies for the position: Demonstrate knowledge of all own work role specific issues. This encompasses the technical skills or knowledge required to perform the essential duties as described in this Job Description.
• Adaptability: Accepts that things will change; Seeks clarification when faced with ambiguity or uncertainty; Demonstrates willingness to try new approaches. Devises plans of action with explicit paths and measures of accomplishment for self and/or others and allocates suitable resources so that objectives are achieved. Strong administration skills.
• Stakeholder Focus/Partnerships: Identifies stakeholder needs and expectations; Responds to requests efficiently and effectively; Takes action beyond explicit request within established service standards; Refers complex questions to a higher decision-making level; Meets stakeholder needs in a respectful, helpful and responsive manner; Seeks feedback to develop a clear understanding of stakeholder needs and outcomes; Uses stakeholder satisfaction monitoring methodologies to ensure stakeholder satisfaction; Adjusts service based on stakeholder feedback.
• Teamwork: Understands the goals of the team and each team member’s role within it; willingly gives support to co-workers and works collaboratively rather than competitively; Shares experiences, knowledge, and best practices with team members.

Terms of Appointment
3 Years Fixed Term (Consideration for renewal will be made subject to AGRA’s needs, available funding and performance).
Location
Based in Kigali, Rwanda.

Education Requirement: No Requirements

Work Hours: 8

Experience in Months: 36

Level of Education:

Job application procedure
• If you believe you are the right candidate for this position, kindly submit your application with a detailed CV (including your e-mail address and telephone contacts to recruit@agra.org  noting to quote the job reference number in the subject of your email)
• To be considered, applications must be received on or before Monday 13th November 2023.
• Only shortlisted candidates will be contacted.
• AGRA is an Equal Opportunity Employer

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