Job responsibilities

The procurement Specialist in charge of goods and Services will have the following duties and responsibilities:

1. Procurement Planning and Strategy

• Develop, revise and publish the annual procurement plans aligned with bilateral and multilateral project action plans
• Provide guidance to the end-user divisions on the development of technical specifications, Terms of Reference and market survey report
• Prepare procurement strategies document required for the approval of multilateral or bilateral projects

2. Tender Documentation

• Prepare and publish tender documents for goods and services
• Ensure that all tender documents are reviewed and approved by the Tender Committee and the Chief Budget Manager before their publication
• Prepare and seek for review and approval of responses to request for clarifications and amendment of tender documents
• Facilitate pre-bid meetings and site visits with potential contractors
• Ensure compliance with relevant procurement regulations and donor requirements

3. Bids opening and evaluation

• Participate in the bid opening sessions
• Participate in evaluation of bids or proposals
• Notify successful and unsuccessful bidders
• Prepare responses to appeal lodged by bidders

4. 4. Contract award, management and Administration

• Participate in contract negotiations
• Draft contracts and follow up the contract signature process
• Manage contracts execution
• Facilitate conflicts resolution during the contract execution period
• Ensure the validity of performance securities and contracts
• Participate in approval of contract amendments
• Ensure the compliance with project objectives and donor requirements
• Conduct with end-user technical and physical inspection of goods
• Conduct with end-user partial, provisional and final acceptance of goods
• Conduct with end-user technical validation of consulting services,
• Implement audit recommendations

5. 5. Financial and Administrative Oversight

• Review and approve suppliers or consultants’ payment requests and invoices
• Prepare and submit the requests for payment of invoices to Finance for payment

6. Reporting and Documentation

• Prepare monthly, quarterly and ad hoc procurement progress reports on project implementation
• Maintain procurement archives
• Provide technical inputs for donor reports and project updates
• Maintain and update procurement lessons learned register for future projects

7. Additional Responsibilities

• Perform any other tasks assigned by the hierarchical supervisor
• Participate in project meetings, reviews, and coordination activities
• Support capacity building initiatives for beneficiary organizations

Qualifications

Master’s Degree in Law

3 Years of relevant experience

Bachelor’s Degree in Economics

5 Years of relevant experience

Bachelor’s Degree in Public Administration

5 Years of relevant experience

Masters in Finance

3 Years of relevant experience

Masters in Economics

3 Years of relevant experience

Bachelor’s Degree in Management

5 Years of relevant experience

Master’s Degree in Management

3 Years of relevant experience

Master’s Degree in Public Administration

3 Years of relevant experience

Bachelor’s Degree in Law

5 Years of relevant experience

Purchasing and Supply Chain Management.

5 Years of relevant experience

Bachelor’s Degree in Procurement

5 Years of relevant experience

Bachelor’s Degree in Accounting

5 Years of relevant experience

Master’s Degree in Accounting

3 Years of relevant experience

Master’s Degree in Procurement

3 Years of relevant experience

Master’s Degree in Supply Chain Management

3 Years of relevant experience

Bachelor’s Degree in Finance

5 Years of relevant experience

Required competencies and key technical skills

• Proficiency in computer skills such as Microsoft Office
• Having strong experience in project management
• Having analytical and Problem-Solving skills
• Proficiency in communication and Interpersonal Skills
• Proficiency in English and French (written and spoken)
• Having at least one procurement and supply management certificate (CIPS Level 3 Certificate, CPSM, CCCM, CSCP or equivalent) or a Postgraduate Diploma in Procurement or Purchasing Management will be an added advantage
• or a Master’s degree in Procurement Management, Supply Chain Management, Economics, Management, Finance, Accounting, law, Public administration with a minimum of 3 years’ relevant experience in procurement of goods and services funded by the Government of Rwanda or Multilateral or Bilateral Organizations (The World Bank, The African Development Bank, The Global Fund, GAVI, etc) supported by service rendered certificate.
• Having a Bachelor’s degree in Procurement Management, Supply Chain Management, Economics, Management, Finance, Accounting, law, Public administration with a minimum of 5 years’ relevant experience in procurement of goods and services funded by the Government of Rwanda or Multilateral or Bilateral Organizations (The World Bank, The African Development Bank, The Global Fund, GAVI, etc) supported by service rendered certificate.

Psychometric Languages

• English
• Psychometric Domains
• Problem solving
• Competence / Skills
• Decision making
• Competence / Skills
• Analytical skills
• Competence / Skills

• Develop, revise, and publish annual procurement plans
• Prepare and publish tender documents for construction works
• Participate in bid opening sessions and evaluation of bids
• Participate in contract negotiations and supervise contract execution
• Review and approve contractor payment requests and invoices
• Prepare monthly, quarterly, and ad hoc procurement reports
• Perform any other tasks assigned by the supervisor

• Decision making
• Analytical skills
• Problem solving

• Bachelor's degree in relevant field
• Experience in procurement and contract management
• Strong financial and administrative oversight skills