Summary
Date Posted: Monday, April 29 2024, Base Salary: Not Disclosed

JOB DETAILS:
The duties and responsibilities of the Procurement Specialist among others will include:

Review all available projects documents to facilitate the procurement procedures for the management and implementation of the projects including a simple tracking system to monitor the implementation of procurement activities;
Implement a procurement management system for the PIU, based on the guidelines and procedures for procurement under GoR regulations for the procurement of goods, works and services under the Rwanda Public Procurement Law and WB procurement guidelines;
In consultation with the project stakeholders, prepare and update the projects’ Annual Procurement Plan, detailing contract packages for goods and services, the estimated cost for each activity, the procurement or selection methods and processing times till completion of each procurement activity;
Monitor procurement implementation and update the procurement plans prepared at the beginning of the projects annually and whenever it becomes necessary to do so;
Prepare all Bid documents, ensure that due process as mandated by GoR is followed, and follow through on the whole process of procurement from initiation to contracting;
Establish a register of qualified suppliers and consultants and periodically update this register per advertisements and requests for expressions of interest;
In consultation with the projects and technical officers, coordinate the preparation of Terms of Reference (TORs) for the preparation of Requests for Proposals (RFPs) on consulting assignments, and Specifications for the preparation of bidding documents for goods activities;
Participate in evaluation of expressions of interest for short lists and pre-qualification of suppliers and contractors;
Initiate the procurement processes, including those for International and Local Competitive Bidding procedures, ensuring compliance with agreed procurement methods’ thresholds and prior review requirements specific to the projects;
Receive bids and participate in bid opening sessions, evaluating goods bids and consultants’ proposals, and ensuring that the appropriate guidelines are followed to arrive at the recommendations for award in favour of suppliers and consultants;
Coordinate the response to the inquiries, and communicate the results of the evaluation process to the applicants, in response to guidelines;
Prepare the minutes of the Evaluation Panel meetings, and also prepare the requests for “no objection”, and coordinate arrangements for the negotiation process, where necessary;
Prepare final contracts, and ensure timely distribution of all relevant procurement and contract documents to all stakeholders;
Ensure timely receipt of the Goods and consultant’s monthly status reports; confirming acceptability of goods delivered, and also acceptability of consultants’ reports as reviewed, and recommending payments to the services providers, i.e. suppliers and consultants, as they fall due;
Establish a performance monitoring database for all suppliers and consultants, and ensure efficiency and timeliness in the delivery of outputs from the services providers;
Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files, to ensure ease of retrieval of information and the ease of following the paper trail of procurement by independent external auditors, authorised agents during post-procurement reviews (PPRs);
Note: CIPS Certificate will be an added advantage; and five years of relevant working experience in a public sector agency, Development Agencies or other international organizations

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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