Procurement Expert Under Statute at MOE-SPIU OPERATIONS: (Deadline 8 February 2023)

Procurement Expert Under Statute at MOE-SPIU OPERATIONS: (Deadline 8 February 2023)

Job description

• Prepare and regularly monitor the project procurement plan in line with the project objectives and duration and make sure activities are implemented on time;
• Follow RPPA or World Bank Standard Bidding Document and Request for Proposal Documents for the projects to be procured at Program Coordination Unit (PCU) VCRP Implementing Agencies (REMA, RWB, Meteo, RDB, RFA ,RHA) in preparing technical specifications or terms of reference, tender documents or request for proposals, bids evaluation reports and review of the documents prior to submission to RPPA or World Bank for no-objection/approval as the case may be;
• Follow up of bid securities, proforma invoices and performance securities and ensure the validity and timely release by the procuring entity;
• •Initiate and coordinate the procurement process for all shopping methods, and provide support in the selection of the short lists and pre-qualification of suppliers where necessary;
• Prepare and publish procurement plan, General notices, speficic notices and request For Expression of interest
• Ensure systematic tracking of Exchange in Procurement (STEP) is used effectively and all required information are shared with the Bank
• Ensure the procurement activities are abiding with WB procedures
• Participate in the Tender Evaluation Committee meetings when tasked by the chief budget manager;
• Prepare the minutes of the evaluation committee meetings, and request for “no objection” letters, where necessary for tenders procured under Rwanda Urban Development Project
• Provide support in preparation of the final contracts, and ensure timely distribution of all relevant procurement documents and contract to all stakeholders including the Development Partners;
• Develop and maintain reporting system for procurement of works, goods and services at project coordination unit for smooth follow up procured tender across all stakeholders;
• Prepare periodic status reports (monthly, quarterly and annually) on the procurement of goods and services under the Project and keep informing Development Partners informed of procurement status;
• In consultation with the project beneficiary agency, prepare and update the projects’ Annual Procurement Plan, detailing contract packages for goods and services, the estimated cost for each package, 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;
• 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;
• 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);

B) EXPERIENCE

Having prior knowledge of World Bank procurement guidelines;
• At least 7 years’ experience in procurement
• Ability to impact public procurement knowledge and skills to procurement practitioners under his/her responsibilities;
• Familiar with systematic tracking of Exchange in Procurement (STEP)
• Having strategic skills, innovative and programmatic in problem solving that actively shapes, drives and provides high level contributions for effective management of the project;
• Having proven track of record in the donors including UNDP, WB operations supported by testimonial letter for good service rendered or other recommendations from employers for the 5 past years in the implementation and management of Environmental and Natural Resources, infrastructure, research projects .
• Possess at least 2 training certificates in WB procurement guidelines , procurement and supply chain management, procurement of donor funded projects
• Proof of member of Rwanda Associations Procurement Professionals
• Demonstrated ability to deliver high quality outputs while working under pressure and within tight time schedules, as well as providing effective implementation support;
• •Having Strong and confident communication skills, particularly in high level discussions as well as strong relationship building and management skills;
• Ensure and supervise stakeholders and planning meetings review
• Ensure timely reception of goods, works of the various contracts financed by different Donors.

• Provide procurement support during project preparation and project implementation (including prior and post reviews of all procurement documents and decisions) of complex projects in high government priority
• Be able to conduct /supervise data collection , data management and quality assurance
• Fluent in Kinyarwanda and English or French with excellent writing and verbal communication skills especially report writing skills and fluency in English, the fluency in both in English and French being an added advantage.