Office and Procurement Assistant RTI International

RTI is seeking an Office and Procurement Assistant for the USAID Expanding Water and Sanitation Project. The purpose of the USAID Expanding Water and Sanitation Project is to professionalize WASH services, to promote accountability for reliable and high-quality WASH services, and to enhance the enabling environment for private sector engagement (PSE) in service delivery in underserved areas.

The Office and Procurement Assistant will provide logistical and procurement support, 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 Administrative Assistant will ensure compliance with RTI logistical and procurement SOPs in Zambia, as well as its remote site offices. The Office and Procurement Assistant will directly report to the Finance and Operations Director.

Roles and Responsibilities:

• Provides logistic assistance to project staff involved with Zambia Expanding Water and Sanitation logistics–related activities;
• Identify vendors for office lease, utilities, furniture, equipment, programmatic supplies and other necessary office services in accordance with RTI procurement procedures and in consultation with RTI’s regional and head offices.
• Execute procurement tasks for all procuring equipment and services (hotel, airline tickets, etc.) and coordinates logistics planning and administration for travel, accommodation, and per diem for in-country travel needs.
• Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services. Confirm any other relevant information from requestors and seek recommendation from regional or head office IT support team members for related IT goods.
• Coordinate and ensure that all project related purchases are reviewed and approved in accordance with the purchase authorization matrix.
• Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible by managers.
• Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO/SA. Furthermore ensure quality and opportune delivery of purchased goods/services.
• Responsible for project property control and inventory management; keeps records of controlled and managed equipment in RTI systems.
• Maintain record list of property and managed equipment for the project into RAMS application and submit relevant issues to home office.
• Act as the property control officer (asset move, asset lost, asset on loan, etc.) and responsible for proper recording of the project office assets.
• Responsible for asset disposal management as appropriate
• Support in-country project meetings, workshops and surveys. This may include booking rooms, coordinating schedules, issuing and tracking meeting invitations, preparing meeting agendas and supporting materials, and preparing meeting notes, as well as dispersing funds in the field.
• Provide high quality document formatting and production assistance.
• Other duties as assigned

Qualifications:

• Bachelor’s degree and 3 years of experience, or master’s degree and 1 year of experience in an administrative and procurement capacity.
• Must have strong organizational skills, ability to multi-task, and be detail and deadline-oriented.
• 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.
• Excellent interpersonal and communication skills.
• Excellent writing skills.
• Ability to interact with staff at all levels in a fast paced environment, sometimes under pressure, proactive, resourceful and efficient, with a high level of professionalism.
• Work experience in Zambia required.
• Ability to travel