Job Description
Prepare the procurement plan:
– Submit the procurement plan to management for approval;
– Submit the procurement plan to RPPA and publish on the institution’s website.
– Collect information on tenders to be issued in a given Financial year;
– Participate in the planning and budgeting process of the Institution;
– Produce and update annual procurement plans for all multilateral and bilateral projects under SPIU/RBC, basing on funded actions plans;
– Coordinate all the activities of procurement specialists in charge of works, goods & services;
– Coordinate the activities of procurement specialists in the management of ongoing contracts for works, goods and services;
– Provide technical assistance in procurement processes to sub-recipients of funds for multilateral and bilateral projects;
– Produce documents required by the donors in the framework of project formulation and finalization of the technical documents of multilateral and bilateral projects;
– Assist the procurement specialists in all procurement processes for works, goods and services where necessary, and monitor the effective management of the related contracts;
– Monitor, in collaboration with the Financial Coordination, regular and proper maintenance of the register of fixed assets within the SPIU/RBC;
– Ensure hard and electronic archiving of procurement documents and files;
– Take necessary measures to ensure that goods and services are delivered and stored safely in accordance with provisions of tenders;
– Coordinate the procurement specialists in charge of Works & Goods& Services in the preparation of monthly, quarterly reports on the progress of ongoing contracts under multilateral and bilateral funds;
– Produce and transmit all required quarterly, monthly, semester or annual SPIU/RBC procurement related reports;
Execute Procurement Plan
– Follow up on the timely preparation of technical specifications/ToRs;
– Prepare tender documents;
– Produce tender notices;
– Distribute tender documents and receive them from bidders;
– Open and evaluate bids;
– Prepare notification letter for bidders and recommend contract awards.
– Provide technical assistance in procurement processes to sub-recipients of funds for multilateral and bilateral projects;
– Produce documents required by the donors in the framework of project formulation and finalization of the technical documents of multilateral and bilateral projects;
Ensure proper contract management
– 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.
Report and file procurement documents
– Produce and submit timely monthly report to RPPA on procurement plan progress;
– Produce procurement report as required by a funding Institution or donor;
– Monitor, in collaboration with the Financial Coordination, regular and proper maintenance of the register of fixed assets within the SPIU/RBC;
– Facilitate Procurement Audit;
– Ensure a proper and safe filing system for procurement information
Under the supervision of the SPIU Coordinator, the Legal Specialist will be in charge of the following main duties:
Overall Legal and Administrative Provision guidelines
– Mainly responsible for the legal and administrative relation between SPIU and its partners (sub-recipients, suppliers, clients, DPs, Government, Other Institutions/Partners), by preparing and follow up of the implementation of all legal provisions, rules and documents governing those collaborations; and ensure that each party fulfills its commitments;
– The Legal Specialist coordinates the process of elaborating, reviewing and adapting the MoUs with sub-recipients by ensuring that the content is in accordance with the legal provisions in force as well as the requirements and procedures of DPs;
– The Legal Specialist coordinates the process of elaborating, reviewing and adapting the works, goods and services contracts between RBC and contractors or suppliers, as well as contracts between RBC and SPIU staff and ensure that each party fulfills its commitments;
– To follow up carefully the execution of tender contracts and advise RBC in management of conflict related to non-respect of contractual clauses;
– Give views on the contractual information to prevent matters that can rise from ambiguity or poor interpretation of the terms of the contracts;
– Analyze and give legal advices on documents of national, regional or international conventions in which the responsibility of SPIU is committed;
– In collaboration with other involved parties, such as the Legal Department of the Ministry of Health, the Legal Specialist participates in updating the legal texts in order to allow the SPIU to comply with laws in force;
– Analyze and give legal advices and follow up on the application of commitments taken by the Government of Rwanda in relation with the signed Agreements with funding DPs and eventually give appropriate recommendations;
– All documents related to the following will be drafted, verified, cross-checked or reviewed by the Legal Specialist before transmission to the Coordinator of the SPIU:
o MoU with the sub-recipients;
o Contracts with suppliers or contractors;
o Provisional or definitive suspension of the partnership with a sub-recipient;
o Cancellation of, or amendment to a contract with a supplier or a contractor;
o Conflict between the SPIU and its staff, supplier, contractor or any other third party (banks, intermediaries);
o Irregularities or non-performance in the execution of contracts;
o Seizure or recovery of the performance security;
o All matters that have to be taken to intermediaries or to courts;
o Termination of SPIU employment contract, especially due to dismissal.
– Provide legal opinion in accordance with existing Government legal provisions in force respectively applied to each case.
– Represent the SPIU/RBC in litigation matters in defending its interests, manage external lawyers/professional bailiffs and review progress of litigation cases handed over to them;
– Ensure technical notes and necessary reports are reviewed and submitted within the defined time frames and requirements;
– Be the custodian of all legal documents.
Minimum Qualifications
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Bachelor’s Degree in Civil Engineering
5 Years of relevant experience
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Bachelor’s Degree in Procurement
5 Years of relevant experience
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Master’s Degree in Procurement
3 Years of relevant experience
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Master’s Degree in Civil Engineering
3 Years of relevant experience
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Bachelor’s Degree in Finance
5 Years of relevant experience
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Master’s Degree in Finance
3 Years of relevant experience
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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Being enrolled in CIPS is an advantage
