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 EGPAFs 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 EGPAFs 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 Foundations 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 Foundations 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 Foundations 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.

Qualifications :

To be successful you will have:

Required Qualifications

1. Education & Experience

• Minimum Bachelors degree in Procurement Logistics and Transportation International Trade in Management or in any related field.
• Minimum three years working in donor funded project accounting (preferably USG funded) at a senior level

2. Knowledge Skills and Abilities

• Uncompromising Integrity
• Understanding and experience working with USG funded projects
• Experience with commodity management tracking systems
• Excellent communication and negotiating skills
• Well-developed interpersonal skills
•  IT Savvy including accounting soft wares
• Willingness to travel support and work in the field offices.

Additional Information :

Bonus points if you have:

Experience working under contracts and cooperative agreements with U.S. government donors

Exceptional grant management experience (subrecipients)

Qualified candidates should submit a CV and cover letter at the latest October 15 2025

As a global multinational and multicultural organization EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity color religion sex (including pregnancy gender identity gender expression and sexual orientation) national origin age disability or addition to country law requirements EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee please contact our hotline by phone (US: dial toll free ; all other countries: collect ) or online ( Work :

No

Employment Type :

Full-time