Job description
• Interface with Planning Unit to plan and prioritize purchasing activities;
• Prepare the procurement plan;
• Submit the procurement plan to management for approval;
• Publish the procurement plan on government procurement portal.
• Collect all information’s on tenders to be issued in a given Financial year from end users departments;
• Provide quality assurance (reviewing) and support in the preparation of bidding documents, Requests for Proposals, consultancy shortlists, and other documents with specific
emphasis on ensuring they are comprehensive, generic and minimizing risks of misinterpretation at the evaluation stage;
• Follow up and provide guidance to end user departments on the timely preparation of technical specifications/ToRs;
• Prepare tender documents;
• Prepare and publish tender notices, specific notices and requests for expression of interest;
• Distribute tender documents and receive from bidders;
• Open and evaluate bids with tender committee;
• Prepare notification letter for bidders and recommend contract awards;
• Organize and participate in contract negotiation;
• Provide information/support documents for contract drafting to the Legal affairs officer;
• Follow-up of contract execution and completion in collaboration with the user department;
• Prepare certificates of completion for suppliers;
• Serve as Secretary to the institution tender committee;
• Ensure orders adhere to supplier agreements and contracts; report non conformances;
• Lead finance and logistics staff in resolving reception and invoice discrepancies;
• Identify opportunities and implement actions to achieve efficiencies;
• Contribute to consolidation, reduction, and rationalization of the local supplier base;
• Prepare and submit all required reports pertaining to procurement;
• Facilitate Procurement Audit;
• Ensure a proper and safe filling system for procurement information;
• Advise senior management on issues pertaining to procurement to ensure timely execution of procurement plan;
• Submit periodical reports to the Director General;
• Digitize all received supporting documents.
Minimum Qualifications
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Bachelor’s Degree in Economics
Experience: 3
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Bachelor’s Degree in Management
Experience: 3
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Bachelor’s Degree in Law
Experience: 3
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Bachelor’s Degree in Civil Engineering
Experience: 3
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Bachelor’s Degree in Procurement
Experience: 3
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Bachelor’s Degree in Accounting
Experience: 3
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Master’s Degree in Procurement
Experience: 1
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Bachelor’s Degree in Public Finance
Experience: 3
Competency and Key Technical Skills
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Integrity
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Strong critical thinking skills and excellent problem solving skills.
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Inclusiveness
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Accountability
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Communication
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Teamwork
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Client/citizen focus
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Professionalism
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Commitment to continuous learning
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Understanding of public procurement laws and procedures in Rwanda
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Experience of working with E-government, procurement system or other procurement software
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Knowledge of procurement techniques as well as in market practices
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Resource management skills
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– Analytical skills
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Problem solving skills
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Decision making skills
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Time management skills
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Risk management skills
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Results oriented
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Digital literacy skills
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Analytical skills;
