PROCUREMENT OFFICER VACANCY ANNOUNCEMENT
Position Title: Procurement officer
Vacant positions: 1 person
Type of contract: Fixed term
Working location: Kigali National office
Supervisor: Head of HROD and Administration
Deadline: 15th March 2023
Context of the Organization
Established in 1949, SOS Children’s Villages is a dynamic social development international organization working globally to meet the needs and protect the interests and rights of vulnerable children. In Rwanda SOS Children’s Villages is an affiliate of SOS Children’s Villages International which is a federation of over 130 SOS Children’s Villages associations world-wide. We build families for neglected, abandoned or orphaned children, we help them shape their own futures and we share in the development of their communities.
The purchases and expenses related to Program activities implementation will be implemented through a Procurement Unity attached to KURA UMENYE Project established at the National Office and is responsible for the core services of procurement management, Monitoring & Evaluation (M&E) and technical coordination. In this sense, these terms of reference are presented in order to hire a Procurement Officer to facilitate the procurement and contracting activities of the Program.
Objective:
The objective of the appointment is to effectively manage the procurement processes required for the implementation of the Program in accordance with the SOS Children’s Villages Rwanda established procurement procedures, laws and regulations.
Reporting:
The Procurement Officer will report to the Head of HROD & Administration
Qualifications and experience:
The Procurement Officer should have:
- A Bachelor’s Degree in Procurement Management, Business and Administration, Finance or other related field from a recognized university
- Computer competence in software packages: Microsoft Word, Excel PowerPoint and Program Management.
- More than 3 years in Procurement Management within project funded by international organizations.
- Familiarity with Donors, and in particular NGO procedures,
- Knowledge of Rwanda Procurement Act, NGO and other lending agencies procurement policies.
- Demonstrated the ability to motivate and promote collaboration among diverse team and team members
- Demonstrated analytical and problem solving and negotiating skills with the ability to balance program objectives and procurement requirements.
- Excellent written, oral in English, and interpersonal skills and ability to communicate effectively with colleagues
Position Responsibilities:
The Procurement Officer will:
- Plan, supervise and coordinate procurement activities of the SOS Children’s Villages Rwanda for goods and services
- Prepare and submit in a timely manner the annual procurement plans of the SOS Children’s Villages Rwanda in accordance with its Annual Operating Plans.
- Examine relevant documents and liaise with suppliers to verify and develop specifications of purchase requests to determine the need for purchases.
- Consult price lists and catalogues and communicate with possible suppliers to obtain information on prices and services available, quality and availability of products and compare data to determine the best suppliers.
- Advise the SOS Children’s Villages Management of inherent contractual rights and obligations and valuates contract performance for compliance.
- Prepare and evaluate bidding documents and associated contracts, in accordance with the SOS Children’s Villages established procurement procedures, laws and regulations.
- Draw up tender lists based on Program’s requirements and study bids, comparing prices and specifications.
- Arrange for the Selection Committee to review tenders and prepare relevant paper work.
- Complete and forward Purchase Orders or Contracts to Suppliers or Consultants; negotiate and follow-up as required with respect to delivery of goods and services.
- Maintain records and support documents that are necessary to account for all purchases and distribution of goods and services related to the implementation of the Program.
- Follow up claims or complaints occurring during performance of Contracts.
- Manage the program procurement through implementing all policies and procedures related to procurement activities & ensuring that SOS Children’s Villages and Rwanda regulations Procurement guidelines are followed in all transactions.
- Undertake the program procurement activities, such as reviewing technical specification for goods and works; researching market for procurement bid lists; reviewing Terms of Reference for consultant services; preparation of bidding documents; writing evaluation reports; training of bid evaluation committees.
- Lead the development of the program Procurement Plan and generate regular updates for the guidance of the program team
- Develop tools for capturing procurement data and identify progress towards the achievement of the procurement schedules.
- Update the monthly procurement plan.
- Participate in program technical committees or component team meetings in order to ensure timely implementation progress and a focus on procurement related activities:
- Work closely with the Head of HROD & Administration, Head of Locations/ Accountants to assist in the preparation of reports
Please note: This job description outlines only the general scope of activity and the basic tasks and responsibilities associated with his/her position. It may be supplemented with a more detailed definition of tasks, responsibilities and work-plan and is subject to change at the discretion of the direct superior.
How to Apply:
The interested Candidates in this position should send a detailed CV, application letter, other deemed required documents with three (3) traceable professional references to sos.recruitment@sos-rwanda.org and properly fill the application form found via the following LINK by not later than 15th March, 2023. at 5:00 pm Kigali time.
Female candidates are highly encouraged to apply
N.B: Please mention in the subject of your email: Procurement officer.
Late applications will not be accepted. Only shortlisted candidates will be contacted.
“SOS Children’s Villages International holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasize to assessing candidates value congruence and thorough background checks, police clearance reference check processes”.
Female candidates are highly encouraged to apply.
Done at Kigali, on 09th March 2023.
Jean Bosco Kwizera
National Director
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