Procurement, Logistic & Contracts Assistant

Title: Procurement, Logistic & Contracts Assistant
Location: Kinshasa, DRC
Reports To: Sr Finance Manager & Operations Focal Point
Classification: Full-time

How will you fight for an AIDS-free generation? 

Based in Kinshasa and working with the field offices, this position will support the Senior Finance Manager & Operations Focal Point by implementing a coordinated procurement and logistics function to support the country program and ensure the best use of EGPAF resources. The incumbent will temporarily act as a Grants and Awards Manager to support our various projects.

Essential Duties and Responsibilities

1          Procurement

• Implement proper supply chain management practices,

• Processes all procurements according to EGPAF’s policies and procedures; this includes sourcing, biding, selection of vendors, monitoring the contractualization with suppliers

• Monitoring delivery of all items on timely manner, in concordance with PO/Contracts with suppliers, and in the correct location (EGPAF Offices, at facilities or partners location)

• Prepare all documentation (according to EGPAF’s policies and procedures) for each procurement process finalized for being introduced at Finance level for payment.

• Ensure that accurate Suppliers bank account or Mobile money information are provided to Finance for payment

• Monitor with finance team that payments are done

• Request list of payment from finance and proceed with the receipts/close of the process in the online procurement system (GPS)

• Manage all pending commitments in the procurement system

• Work closely with finance on the capture of all commitments and clean up.

• Lead supplier relationship management by continually identifying process improvements and cost reduction opportunities, while ensuring adherence with contract terms; 

• Identify needs for prequalified vendors in all categories and in all EGPAF Offices

• Conduct processes for prequalified vendors selections

• Maintain Prequalified vendors updated

• Participate in capacity building, performance management (mentoring, capacity building) of the P & L team;   

• Conduct trainings with the Foundations’ staff to build capacity and understanding of Procurement and Logistics policies and procedures;

• Closely coordinate with the senior management team and various business units within the foundation to realize efficiencies and manage expectations

• Support project teams to establish and coordinate project procurement plans 

• Implement and provide periodic updates on procurement plan 

2          Inventories Management

• Receive and sign all delivery note of inventoried items

• Ensure that all items are properly tagged

• Ensure that all property movement are correctly documented and updated in the online system (Asset Tigger).

• Produce a quarterly report of assets movements.

• Manage fixed assets for disposal (donation, transfer, auction)

• Ensure that the IT Store is secured and mention any need to reinforce the security of the store. 

• Perform inventory (annual and quarterly)

3          Other Logistics duties

3.1 Office maintenance

• Assists to oversee the use and maintenance of the office equipment/space including the photocopier, Air Conditioners, painting etc

• Assist in ensuring that the building is clean and organized at all times

3.2 Visa application et travel facilities

• Assist Visiting Foundation staff in obtaining DRC visas by following up on invitation letters and all other regulatory requirements.

• Liaise with hotels and guest house for reservation (conference and living rooms)

• Maintain an ongoing relationship with transportation, especially Airlines for facilitating air tickets for local and international travels.

4          Contracts Management (Vendors & Subrecipients)

• Identify most advantageous type of contracts for vendors or Subrecipients agreements in collaboration with DC Award, grant and compliance unit

• Analyze and evaluate costs/prices for correct calculations and ensure that Foundation-funded contain only allowable, allocable, and reasonable cost items.

• Negotiate prices, terms and conditions for Contracts, sub-agreements and grants.

Ensure that Contracts/Sub agreements documents are prepared using current templates provided or vetted by the Foundation’s DC Awards and compliance unit

• Monitor the provision and duration off all contracts

• Prepare amendments if needed

• Monitor deadlines and ensure final deliverables from Sub agreements conform to the Foundation’s requirements.

• Coordinate and prepare Contracts or sub agreements payments

• Serve as the local expert on applicable U.S. Government rules and regulations. Provide policy guidance and interpretation of regulations for program staff and sub-grantees on compliance issues.

• Work closely with the Awards and Grants Compliance Department in Washington, DC to stay abreast of, and remain in compliance with, the Foundation’s policies, procedures, templates, and tools.

• Close out contracts/sub-agreements and grants in accordance with applicable policies and procedures.

• Maintain appropriate electronic and paper filing system; ensure that files are complete and in order.