Procurement Officer at Nyarugenge District: (Deadline 21 January 2025)

JOB DESCRIPTION Health Facility Name: Nyarugenge District Hospital Health Facility Level: District Hospital Position Title: Procurement Officer Department/Section: Director General’s Office Reports to: Hospital Director General Communicates with: Human Resource, Finance, Clinical Director, and Head of Department I. Summary of Overall Role and Responsibilities Procurement Officers are responsible for assessing products, services and suppliers and negotiating contracts. They are also responsible for ensuring that approved purchases are of a sufficient quality and are cost-effective. II. Key Duties/Tasks • To participate in Developing bid document • Participate in the tender Committee meeting for tender process (Bids opening and tender Evaluation up to final contract) • Preparing monthly/Annually Execution Procurement report and submit to Concerned institutions such as RPPA, District • Taking tender minutes and report to the President of Tender committee and other Tender Committee Members • Awarding Tenders following Rwandan Public Procurement Laws and Procedures • Assessing and follow up the quarterly supply plan • To ensure that every client of the health services and other beneficiaries are satisfied with the way in which they are received and attended to in the process of care. • Follow up the process of Hospital Contract management of awarded tenders including the delay penalties calculations for the concerned suppliers who do not comply with the delivery period under contract or purchase order. • Perform other related duties as required by his/her supervisor III. Traits • To be honest • Having strong integrity IV. Key Performance Indicators I. Number of tenders prepared, reviewed and executed according to the set deadlines II. Number of quarterly procurement plan execution reports submitted III. Number of biannual hospital contract management reports submitted IV. Perform other related duties as required by his/her supervisor V. Customer expectations As a Procurement Officer, you are responsible of managing the acquisition of goods and services, ensuring cost-effectiveness, and maintaining high standards of quality and compliance. Customers expect you to: • Prioritize cost-effectiveness while ensuring the acquisition of quality goods and services, which involves negotiating favorable terms, securing competitive prices, and exploring cost-saving opportunities without compromising on quality. • Coordinate with suppliers to ensure timely deliveries, preventing disruptions to healthcare services. • Prioritize the procurement of goods and services that meet or exceed quality standards, especially when it comes to medical equipment, pharmaceuticals, and supplies. • Ensure that all procurement activities comply with regulatory requirements, including healthcare standards, ethical considerations, and legal obligations. • Conduct fair and ethical procurement procedures, including open and competitive bidding, to ensure that all parties have an equal opportunity to participate. • Manage supplier relationships professionally, communicate clearly, and address any issues promptly to ensure a reliable and sustainable supply chain. • Communicate effectively with various departments within the hospital to understand their needs and collaborate with them in the procurement process. • Maintain accurate and up-to-date records of all procurement activities, which includes documentation of contracts, purchase orders, invoices, and other relevant information for auditing and accountability purposes. • Consider environmental and social factors when selecting suppliers and products, promoting responsible and sustainable procurement practices. • Be flexible and adaptable, adjusting procurement strategies to meet evolving demands and emerging challenges.