Vacancy title:
Project Procurement Specialist

Jobs at:
University of Rwanda

Deadline of this Job:
30th November 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 15th November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

The Government of Rwanda has received a loan from the African Development Bank (AfDB) to finance the Regional (East Africa) Centre of Excellence for Biomedical Engineering and e-Health (CEBE) Project which is being implemented by the University Of Rwanda (UR).

PROJECT PROCUREMENT SPECIALIST

The Project Procurement Specialist will report to the Project Coordinator and will work closely with the procurement team of the University of Rwanda (UR) - Single Project Implementation Unit (SPIU) which oversees all projects implemented by the University.

She/he should be part of the Project Coordination Unit. The overall responsibility of the Procurement Specialist is to ensure that any procurement of the project is done timely with the highest quality and based on the principle of value for money. She/he performs all procurement of services/goods/works/consultants starting from planning, advertising up to filing and constituting a database of all suppliers/contractors.

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 widelyadvertised 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.
  

Required Qualifications, Skills and Experience

The candidate should:

• Possess a Degree in Procurement or Purchase Management or any other master degree directly related to procurement or purchase.
  
• Have at least 5 years’ working experience in public procurement or big projects in a procuring entity of an annual budget above USD 10million.
  
• Have registered with the Association of Procurement Professionals is an added advantage;
  
• Have a very high level of integrity, zero tolerance for corruption and be disciplined;
  
• Have Solid organizational skills organizational skills, including attention to detail, multi-tasking, and time-management;
  
• Have strong analytical skills and ability to deal with complex issues in a clear and practical manner;
  
• Have Excellent oral and written communication skills; ability to write clear and concise reports and able to make an effective presentation;
  
• Have a proven experience in dealing with procurement of multilateral development bank operations will be an added advantage.
  

The Regional (East Africa) Centre of Excellence for Biomedical Engineering and eHealth (CEBE) implemented by the University of Rwanda (UR) now invites eligible Individual consultants to indicate their interest in providing these services. Interested consultants must provide information indicating that they are qualified to perform the above-mentioned services (brochures, description of similar assignments, experience in similar conditions, etc.).

Eligibility criteria, the establishment of the short-list and the selection procedure shall be in accordance with the African Development Bank’s “Rules and Procedures for the use of Consultants” May 2008 (Revised in July 2012) which is available on the Bank’s website at http://www.afdb.org .

Borrowers are under no obligation to shortlist any individual consultant who expresses interest.