Project Procurement Specialist at University of Rwanda: (Deadline 5 May 2022)

Project Procurement Specialist at University of Rwanda: (Deadline 5 May 2022)

RWANDA

JOB ADVERT

Project: Regional Centre of Excellence for Biomedical Engineering and e-Health

Project ID No: P-ZI-IBO-025

Position: Project Procurement Specialist

Employer: University of Rwanda

A.    INTRODUCTION

The Government of Rwanda received a loan from the African Development Bank (AfDB) to finance the East African Community (EAC) – Regional Centre of Excellence for Biomedical Engineering and e-Health (CEBE) project which is being implemented by the University of Rwanda (UR). The project intends to apply part of the proceeds of this loan for payments of key staff’s salaries responsible for the project implementation. Thus, CEBE is recruiting the following staff:

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. S/he will be part of the Project Coordination Unit. The overall responsibility of the Project 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. S/he performs all procurement of services/goods/works starting from planning, advertising up to the filing, and constituting a database of all suppliers/contractors.

B.    DUTIES AND RESPONSIBILITIES

The Project Procurement Specialist shall deliver on the following duties and responsibilities:

1. Handle all the procurements for the project;
2. Advise and assist the project in preparing all the necessary documents including but not limited to call for expressions of interest, bid packages, evaluation reports, and publication of the outcome of the tendering process and follow up on contract management;
3. Take the full responsibility for the procurement processes, ensuring that all steps are properly undertaken, and procurement files are maintained in accordance with the laws, rules, and regulations of AfDB and the Government of Rwanda;
4. Track all project procurements, identify all related issues, and resolve them on time;
5. Link the project with other stakeholders as far as procurement is concerned;
6. Gather information on specifications, prepare and publish specific procurement or general procurement notices or calls for a request for expression of interests;
7. Establish a database of qualified suppliers/ service providers with brief notes on the signed contracts, their timelines and update regularly the database;
8. Establish and update regularly the project procurement plan spelling out the various services/goods financed by the project;
9. Establish a reliable and comprehensive filing system for all procurements of the project;
10. Ensure that the procurement plan is published on time, updated; and produce reports on a monthly, quarterly, and yearly basis;
11. Ensure that the procurement activities are carried out in accordance with the rules and procedures of the African Development Bank Group;
12. 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,
13. Ensure that input to procurement such as Terms of reference are timely obtained from relevant units;
14. Prepare tender documents on the basis of the technical specifications prepared by the end-users financed by the Project and ensure that the tender documents are widely advertised on time;
15. Draw up requests for proposals and the consultant’s shortlist on the basis of elements and the specifications of services and prepare no-objection requests when required;
16. 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.
17. Participate in the evaluation process of the technical and financial proposals, coordinate and participate in the negotiation process;
18. Prepare draft contracts after contract negotiations;
19. In collaboration with the project 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;
20. 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.
21. In collaboration with the Project Management Team, ensure that the works and related goods be executed according to the contractual clauses, and propose recommendations on the settlement in case of any disputes which could occur during the contract execution.
22. 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;
23. After contracts execution, establish a database on the performance of goods/services suppliers, consultants, contractors, and consultants and update the database regularly.
24. Ensure the project’s procurement is delivered within the agreed schedule, within the scope and within budget, monitor the progress, and provide all  required procurement reports;
25. Prepare working documents for relevant meetings associated with the project, and
26. Perform any other duty assigned by the Line Manager.

C.    REQUIRED QUALIFICATIONS, SKILLS, AND EXPERIENCE 

The Project Procurement Specialist should have a high level of technical competence and experience in the procurement of services, goods, and works on using AfDB Procurement Policies and GOR procurement laws and guidelines. The Project Procurement Specialist should therefore have the following qualifications:

• Minimum of BA or B.Sc. Degree in any of the following: Procurement, Procurement & Supply Chain Management, Public Procurement &Asset Management, Commerce, Marketing Management, Business Administration, Economics, Engineering, Law, or any other related discipline. Possession of professional qualification in procurement will be an added advantage.

• At least 10 years general experience of which 5 years specific experience in procurement in a large private/ public sector organization or projects and in GOR/AfDB funded projects using AfDB/World Bank/GoR procurement procedures.

• Have registered with the Association of Procurement Professionals is an added advantage, and it will become a requirement upon working for the project once selected as a potential employee;

• Have a very high level of integrity, zero tolerance to corruption, and be disciplined;

• Have Solid organizational skills, including attention to detail, multi-tasking, and time management;

• Have strong analytical skills and the ability to deal with complex issues in a clear and practical manner; be a strong team player with the ability to work independently and in a team;

• Computer literacy in the use of word processors, spreadsheets, and any other

Excellent writing and communication skills in Kinyarwanda, English, and French (all reports, documents, and correspondences shall be in English).

• Knowledge of the Education sector in Rwanda is an advantage

• Have a proven experience in dealing with procurement of multilateral development banks’ operations will be an added advantage.

D.    LEVEL OF EFFORT AND TIMING

It is expected that the assignment will start in June 2022 to December 2023. The Project Procurement Specialist will be based at the UR-SPIU office in Kigali. The Employment Contract will be governed by the applicable Rwandan Laws. The Remuneration falls under the salaries structures approved by the UR for SPIU staff.

E.    INPUTS PROVIDED BY THE CLIENT

The University of Rwanda will provide reasonable and standard office space and office furniture and equipment required for the duration of the assignment, at its premises for successful discharging of her/his assignment. The Project Procurement Specialist will be provided, for official business, with internet access and telephone facilities.

F.    SELECTION PROCESS

Interested candidates must provide information indicating that they are qualified to perform the above-mentioned services. Interested and qualified candidates must submit their application online on spiurecruitment@gmail.com with a copy to cebeprojectcoordinator@gmail.com. The application dossier must contain the following documents: An application letter, a detailed CV indicating proof of past experience, a copy of degree and other relevant academic certificates, a copy of the national ID and at least one recommendation letter from the previous employer.

In case the interested candidates would like to submit hard copies, their applications will be submitted to the following physical address:

    Single Project Implementation Unit (SPIU)

    Procurement Office – Kicukiro Campus

    University of Rwanda

    Kigali-Rwanda

Note:

1. All the applications should be addressed to the Deputy Vice-Chancellor for Administration and Finance (DVC AF), University of Rwanda, and be submitted to the above-mentioned email addresses.

The deadline for submission of applications is on 09  May 2022.

Françoise Kayitare Tengera  

Deputy Vice-Chancellor for Administration and Finance