Procurement/Fleet/Asset Management Officer (Nelspruit) at Right to Care

NO. RESPONSIBILIIES 

1. Program Support 

• Coordinate and schedule Provincial Program meetings e.g. Core Team meetings, events, campaigns etc. and resolve competing commitments.
• Ensure all key program related meetings/events run smoothly by sending reminders timeously, preparing attendance registers and agenda,  attending some of the meetings
• Record minutes and keeping comprehensive records of all such meetings/events and activities in the most appropriate formats for safe storage and easy retrieval.
• Liaise with relevant internal and external stakeholders to optimize the performance of all Right To Care Programs with  Mpumalanga Province
• Assist in compiling program related reports or follow up with internal and external stakeholder.
• Ensure conducive venues are booked for all program related meetings and events and ensure all such program events/activities and materials are always appropriately branded in line with the USAID Rules and Regulations
• Maintain an orderly filing system and manage program archives.

2. Procurement

• Ensure procurement is in line with company at all times.
• Responsible for the procurement of all materials, equipment, assets that are required for the smooth running of Right to Care programs in Mpumalanga Province.
• Ensure Right To Care Mpumalanga staff members, managers and sites receive their specific requirements i.e. materials , posters , tents etc. expeditiously to contribute towards the smooth running of all Right To Care programs in Mpumalanga Province
• Provide advice to sites on Service Providers recommendations.
• Ensure Right To Care Mpumalanga Province enjoys the best possible value for money at all times by continuously monitoring the quality of the services rendered by service providers and advising the Program Manager on the need to update the preferred supplier list
• Procure catering for all program related events and activities in line with procurement policy and approved budget i.e. selection of service providers, quotations as per policy.
• Check and liaise with  staff and managers whether the goods that are purchased are suitable for their
• specific requirements prior to confirming an order
• Issue order numbers for all required purchases
• Confirm payments for all issued order numbers are fulfilled timeously
• Ensure all purchases or orders fall within the allowed budget and liaise with the finance department regarding budgets and procurement policy compliance
• Frequently assess whether the goods that are procured meet the required needs and quality standards
• Ensure defective goods or equipment under guarantee are returned to the supplier
• Ensure all accounts are up to date with respect to payment

 3. Fleet Management 

• Keep up to date register /list of all Right To Care vehicles in the Province
• Track mileage of all company vehicles on a monthly basis
• Develop a tool to alert company vehicle users of due date for vehicle service and book vehicles for service on schedule.
• Inspect vehicles for any damages, record and report to Asset Register.
• Ensure all vehicles involved in accidents are reported on time and arrange for the repair of same.
• Ensure that all scratches on vehicles have been reported and attended to timeously
• Arrange annual license disk renewal, collect discs and replace on vehicle windscreen
• Arrange collection of fleet cards for vehicles
• Take vehicles to be cleaned
• Develop a mechanism to ensure GPS is tracked regularly as to the whereabouts of company vehicles and take proactive action to detect and avoid any abuse of company vehicles
• Monitor the vehicle tracking system; its functionality and any violations therefore and report to Senior Operations Manager to remediate.
• Ensure that accurate records of usage of company vehicles are maintained at all times
• Coordinate the rental and allocation of vehicles for official use, under the guidance of the Senior Operations Manager
• Assist the Senior Operations Manager with coordinating the activities of the Nelspruit office drivers.
• Ensure monthly fleet and fuel report is compiled and submitted to Senior Operations Manager
• Conduct quarterly vehicle spot checks
• Ensure all accidents are fully and timeously followed including submission of incident reports and any other remedial actions required.

4. Staff Related Duties 

• Asset Management function
• As delegated by Deputy Chief of Party and/or Senior Operations Manager from time to time, would assist the HR officer in the following duties
• Collect monthly timesheets of all permanent and locum staff in the Province, sort by name and courier to payroll
• File all timesheets
• Ensure a comprehensive and updated record  asset register of RTC APACE is maintained at all times. Support external verification of all RTC APACE assets. Work, under supervision of the Senior Ops manager to ensure that all assets of RTC APACE program is maintained in the best condition possible

5. Personal Assistant Duties

• Perform such tasks as may be assigned by the Program and Senior Operations Manager from time to time that would improve the efficiency of the two managers.

Required Minimum Education :

• Grade 12
• Post-matric qualification in a relevant field
• Basic knowledge of program management or assisting a donor funded program
• Computer Literacy
• Customer Care training (an advantage)
• Required Minimum Experience :  1-2 years post-matriculation experience 
• Desirable Experience :  3 years relevant in a medical Environment