Procurement Specialist in Charge of Contract Management at King Faisal Hospital Rwanda (KFHR): (Deadline 17 July 2023)

POSITION

COMPETENCY REQUIREMENT

KEY RESPONSIBILITIES

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1.    Procurement Specialist in Charge of Contract Management

Education and Experience

• Bachelor’s degree (A0) in Business Administration, Procurement, professional qualification in Procurement with minimum of 6 years of relevant experience in a procurement role
• Master’s Degree in a relevant field and relevant experience as mentioned above is an added advantage

Core Competencies

• Analytical and investigative skills
• Communication and presentation skills.
• High standards of professionalism and integrity.
• Result and team oriented.
• Ability to work under pressure.
• Good interpersonal skills.
• Good writing and reporting skills.

1. Prepare annual procurement Plans in accordance with the strategic, action plans and budget for the implementation of the company’s and its agencies activities and ensure its implementation on a timely and efficient manner;
2. Consolidate procurement items from all departments ensuring that delivery is done as per the user’s needs, Develop legal policies, process and procedures in line with the Rwandan law and the strategic objectives of Energy Development Corporation Limited.
3. Review periodically the company Procurement Plans and update them on a regular basis;
4. Monitoring contract implementation and performance of suppliers/contractors/consultants in delivering the contracted goods, services, and works (including taking action for non-performance);

Budgeting

1. Manage and monitor that all procurements are processed within budget lines
2. Advise users to seek approval on unbudgeted items and items that have exceeded budget
3. Provide guidance on procurement budgeting
4. Liaise with the business units, suppliers and the tender committee to ensure that user requirements are approved by the committee
5. Implement/Execute the decisions of the Tender Committee on changes to procurement           contracts.
6. Communicate deliberations of Tender Committee to users and external parties
7. Monitor the market and vendor bases for emerging services and trends for potential opportunities and advise management accordingly

Reporting

1. Prepare weekly, monthly, Quarterly and annual reports on procurement plan execution
2. Prepare annual reports on service provider performance and advice the management
3. Prepare, facilitate and providing required documents to procurement audits of the company and ensure smooth audit conduct which result in high process compliance.
4. Setting up a procurement filing system guarantying procurement documents’ safety and long run usage and retrieval.

Monitoring performance of contracts

1. Monitor delivery and quality of services by providers and effect penalty charges to service providers where applicable;
2. Update and maintain the company Procurement Manual including procedures and standard forms to be used during implementation;
3. Monitor and ensure that the procurement calendar is respected and there is timely delivery on planned activities;
4. Monitor contract implementation progress, provide regular and progress status and advice on possible delays, contract termination or extension
5. Setting up a framework contract monitoring system and ensuring contracts’ renewals are done whenever necessary or advice for new tendering process before contract expiry.
6. Verify the admissibility, validity and safeguard of performance and advance guarantees and advice project managers/management before their expiry and release at the completion stage;
7. Prepare purchase order in accordance with existing framework contracts and based on the necessary approvals and budget.
8. Any other activity as shall be assigned by the immediate supervisor

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