Background

Rwanda Ultimate Golf Course is a private company created to position Rwanda as Africa's best golfing destination and one of the best in the world. The first project of Rwanda Ultimate Golf Course to reach this goal is the Kigali Golf Resort & Villas. The golf course is a real estate masterpiece designed by the world-famous Gary Player. The facility will also include a five-star Clubhouse and other amenities.

The Procurement Officer will assist in executing day-to-day procurement activities to ensure efficient acquisition of goods, works, and services for all departments at RUGC. This role supports supplier sourcing, documentation, and coordination, ensuring timely and compliant purchasing processes that align with the company’s quality and budgetary requirements.

Key accountabilities

• Receive, review, and process purchase requests from departments in line with approved budgets and specifications.
• Solicit quotations from approved suppliers and assist in bid analysis.
• Prepare purchase orders and ensure timely approvals and deliveries.
• Follow up with vendors to ensure timely and accurate fulfillment of orders.
• Maintain communication with suppliers regarding pricing, delivery timelines, and product specifications.
• Support in identifying new suppliers and updating the vendor database.
• Assist in evaluating supplier performance and ensuring compliance with RUGC standards.
• Maintain accurate procurement records including purchase requests, quotations, approvals, and delivery notes.
• Ensure all procurement activities are properly documented and filed.
• Support preparation of reports and audits as needed.
• Work closely with the Stores and Finance departments to reconcile orders, deliveries, and payments.
• Ensure that procurement supports cost efficiency without compromising quality.
• Participate in periodic stock verification and supplier performance reviews.
• Ensure all procurement activities comply with RUGC’s internal control policies and procedures.
• Maintain confidentiality and integrity in all procurement dealings.
• Liaise with Finance and relevant departments to facilitate timely supplier payments and resolve procurement discrepancies.

Experience and Qualifications

• Bachelor’s degree in Procurement/Purchasing, Supply Chain/Supply Management, Logistics Management, Business Administration/Management, or a related field,
• Minimum 3 years of experience in procurement, preferably in hospitality or resort operations.
• Familiarity with procurement and inventory management systems such as MC/Material Control or ERP platforms.
• Good knowledge of sourcing procedures, vendor management, and purchasing ethics.

Accountability and Ethical Standards

The Procurement Officer shall maintain high standards of integrity, confidentiality, impartiality, transparency, professionalism, and accountability. The Officer shall avoid conflicts of interest and ensure that all procurement processes are conducted fairly, efficiently, and in accordance with RUGC policies, procedures, and approved standards.

Personal Skills and General Competencies

• Strong attention to detail and accuracy
• Ability to communicate clearly and professionally.
• Time management and ability to multitask in a fast-paced environment.
• High level of accountability, integrity, confidentiality, and attention to detail.
• Good computer skills, including proficiency in Microsoft Office and ERP systems (Excel, Word, and procurement systems).

• Receive, review, and process purchase requests from departments in line with approved budgets and specifications.
• Solicit quotations from approved suppliers and assist in bid analysis.
• Prepare purchase orders and ensure timely approvals and deliveries.
• Follow up with vendors to ensure timely and accurate fulfillment of orders.
• Maintain communication with suppliers regarding pricing, delivery timelines, and product specifications.
• Support in identifying new suppliers and updating the vendor database.
• Assist in evaluating supplier performance and ensuring compliance with RUGC standards.
• Maintain accurate procurement records including purchase requests, quotations, approvals, and delivery notes.
• Ensure all procurement activities are properly documented and filed.
• Support preparation of reports and audits as needed.
• Work closely with the Stores and Finance departments to reconcile orders, deliveries, and payments.
• Ensure that procurement supports cost efficiency without compromising quality.
• Participate in periodic stock verification and supplier performance reviews.
• Ensure all procurement activities comply with RUGC’s internal control policies and procedures.
• Maintain confidentiality and integrity in all procurement dealings.
• Liaise with Finance and relevant departments to facilitate timely supplier payments and resolve procurement discrepancies.

• Strong attention to detail and accuracy
• Ability to communicate clearly and professionally.
• Time management and ability to multitask in a fast-paced environment.
• High level of accountability, integrity, confidentiality, and attention to detail.
• Good computer skills, including proficiency in Microsoft Office and ERP systems (Excel, Word, and procurement systems).
• Good knowledge of sourcing procedures, vendor management, and purchasing ethics.

• Bachelor’s degree in Procurement/Purchasing, Supply Chain/Supply Management, Logistics Management, Business Administration/Management, or a related field.
• Familiarity with procurement and inventory management systems such as MC/Material Control or ERP platforms.