Procurement Specialist Under Contract at RWANDA EDUCATION BOARD (SPIU) WORLD BANK: Deadline: Oct 24, 2022

Job Description

2. Duties and Responsibilities
The Procurement Specialist shall deliver on the following duties and responsibilities:
 Prepare annual procurement plans in accordance with approved work plans and budgeted interventions to ensure timely procurement of required goods and services;
 Determine suitable sources of supply through extended local and non-local searches and request bids and quotations through right channels accessible to a wide range of potential suppliers;
 Prepare appropriate bidding documents, including specific procurement notices, standard contracts for goods and services, invitations for bids, etc. and liaise with projects teams to ensure that all requirements are considered and made clear during bid documents preparation;
 Work with selection committees for the review and analysis of bids and quotations and recommend the best qualified bidder/vendor, considering offered prices and bidder/ vendor capabilities, reputation, and past performance;
 Participate in contract negotiations, prepare and review for high quality and accuracy each contract packages (selection memos, restricted screening and other donor requirements, contracts, agreements/grants or purchase orders, modifications, etc.) prior to submission to contracts or agreements signatory.
 Maintain and reconcile a tracker of all contracts and agreements in order to record deliverables, issue necessary modifications and/or cancellations, and complete adequate close-out.
 Review and ensure that all incoming procurement requests submitted for financing through the projects are eligible, establish priorities and timely perform all appropriate preparations necessary on the basis of the type of procurement requested and in accordance with projects funders guidelines and requirements;
 Closely work with and consult projects funders so that all clearances and approvals are obtained before procurements are initiated;
 Monitor invoices/deliverables against contracts and agreements and mitigate cost overruns, including coordinating/communicating with relevant vendor, contractor and project paying office;
 Ensure proper contracts management and maintain a well-organized filing system of electronic and hard copy records of all procurement actions, and support the review and audit of procurement files
 Ensure that all procurement procedures, national or otherwise are complied with in all materials respects, properly documented and managed;
 Determine and use the most appropriate methods of procurement and provide regular procurement reports on a timely basis;
 Perform any other related tasks as may be assigned by the supervisor.