Procurement, Logistics, Supply Chain Jobs at Clinton Health Access Initiative (CHAI) and other Company in Rwanda

1. Procurement & Office Coordinator Job at Clinton Health Access Initiative (CHAI)

Deadline of this Job: 29th November 2018

JOB BRIEF:
Procurement Duties & Responsibilities:

• The overall objective of the position is to assist in the development and implementation of the procurement policies and Procedures that will support CHAI Rwanda’s operations in the most cost-effective and efficient manner. Including, but not limited to:
• Participate and contribute to the operational planning in order to understand procurement needs and support the procurement planning for the organization;
• Collate procurement requests into a plan that will result in most cost-effective purchasing (Procurement);
• Prepare monthly procurement cash forecast where applicable for using in Finance;
• Lead and support the development of solicitation documents for quotations; proposals, and bids to ensure that the most technical and financial sound suppliers are identified to provide services to CHAI Rwanda office;
  • As a member of the procurement committee ensure that all documentation required for analysis and or review is prepared and presented to the committee for comprehensive decision making;
• Coordinate and manage the pre-qualification and evaluation process to identify suitable competitive suppliers while following CHAI procurement best practices; that will result in technically competent suppliers for CHAI Rwanda and hence the best value for money;
• Following Procurement standard operating procedures(SOPs) at all times and gather the required number of bids from approved suppliers for each purchase;
• Assist in the review and evaluation of quotations, proposals, and bids.
• Coordinate the feedback and communication to all bidders to ensure an effective and transparent system that communicates positive and or constructive feedback to the bidders in a timely manner;
• Provide Evaluation reports to the appropriate managers, procurement committee members, technical staff that demonstrates a transparent and effective/efficient procurement process;
• Review and analyze supplier performance against PO / requirements to establish relevance and performance so as to provide performance feedback to both CHAI Rwanda leadership and the supplier;
• Liaise and work with the procurement committee to review and update the criteria selection for supplier selection;
• Develop and maintain an annual vendor list and ensure that each selected/identified vendor has an operating contract and that this contract is managed for successful performance;
• Responsible for Order Placement of office Supply / Demand
• Alignment, Material Replenishment and monitor delivery times to ensure they are on time and good condition;
• Prepare the purchase orders for approved purchases by the Country leadership and any other senior program managers;
• Keep a record of all issued purchase orders and ensure that they are matched against vendor invoices and payments.
• Manage and handle vendor agreements, other office contracts (rent, service etc.) and contractual relationships and monitor office expenditures;
• Deal with customer complaints or issues;
• Follow up with suppliers, as needed, to confirm or change orders;
• Perform out of office errands, such as liaising with vendors;
• Anti-terrorism compliance check.
• Keep a record of prequalified suppliers and ensure regular updates;
• Due diligence checks to ensure value for money;
• Proactively identify risks for fraud/fund misuse and inform CD for Mitigation/Management;
• Update CHAI Rwanda procurement Policy, set up mechanisms and ensure compliance;
• Vetting Suppliers

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2. Project Procurement Specialist Job at University of Rwanda

Deadline of this Job: 30th November 2018

JOB BRIEF:
Duties and Responsibilities

The Procurement Specialist shall deliver on the following duties and responsibilities:

• Handle all the procurements for the project;
• Advise and assist the project in preparing all the necessary documents including but not limited to call for expressions of interest, bid packages, bid document preparation,evaluation reports and publication of the outcome of the tendering process and follow up on contract management;
• Take the full responsibility for attending the procurement processes, ensuring that all steps are properly undertaken, and procurement files are maintained in accordance with the laws, rules and regulations of the AfDB, Government of Rwanda and other development partners‘ requirements;
• Track all project‘s procurements, contracts, identify all related issues and resolve them on time in consultation with the relevant office or authority;
• Link the project with other stakeholders as far as procurement is concerned;
• Gather information on specifications, prepare and publish specific or general notices or calls for a request for expression of interest;
• Establish a database of qualified suppliers! service providers with brief notes on the signed contracts, their timelines and update regularly the database;
• Establish and update regularly the project procurement plan spelling out the various Services/goods financed by the project;
• Establish a reliable and comprehensive filing system for all procurements of the project;
• Ensure that the procurement plan is published on time, updated; and produce reports on monthly, quarterly and yearly;
• Ensure that the procurement activities are carried out in accordance with the rules and procedures of the African Development Bank Group and other donors;
• Ensure the quality of bid documents and request for proposals, by particularly checking and verifying that all the required conditions to be fulfilled are included in the bid documents or requests for proposals,
• Ensure that input to procurement (Terms of reference) are timely obtained from relevant units;
• Prepare tender documents on the basis of the technical specifications prepared by the end users financed by the Project, ensure that the tender documents are widely advertised on time;
• Draw up request for proposals and the consultants shortlist on the basis of elements and the specifications of services and prepare no-objection requests when required;
• Be present during the opening of bids, write minutes for an opening session, evaluation report, and prepare all the required documents like No-objection( if required); notification letters, etc.
• Participate in the evaluation process of the technical and financial proposals, coordinate and participate in the negotiation process;
• Prepare draft contracts after contract negotiations;
• In collaboration with the contractor management team, ensure that services are provided as stipulated in the contract provisions, propose recommendations for the settlement of disputes which could occur during the implementation of the contract;
• In collaboration with the Project Management Team, ensure a timely response of the Project to the consultant's reports as well as the final approval of the consultants’ work.
• In collaboration with the Project Management Team, ensure that the works and related goods be executed according to the contractual clauses, propose recommendations on the settlement in case of any disputes which could occur during the contract execution.
• In collaboration with the Project Coordination/Implementation Unit and UR SPIU and other concerned parties, ensure timely reception of the goods/works/services as per the various contracts financed by the project;
• After contracts execution, establish a database on the performance of goods/services ‘suppliers, consultants, contractors, consultants and update the database
• Ensure the project’s procurement is delivered within agreed schedule, within the scope and within budget, monitor the progress, and provide all required procurement reports;
• Prepare working documents for relevant meetings associated with the project, and
• Perform any other duty assigned by the Line Manager

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