1. Job Title: Procurement Officer

JOB DESCRIPTION

Health Facility Name: Nyarugenge District Hospital Health Facility

Level: District Hospital

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

1. Number of tenders prepared, reviewed and executed according to the set deadlines
2. Number of quarterly procurement plan execution reports submitted
3. Number of biannual hospital contract management reports submitted
4. Perform other related duties as required by his/her supervisor
5. 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.

Qualifications

• Purchasing and Supply Chain Management

  0 Year of relevant experience

• Bachelor's Degree in Procurement

  0 Year of relevant experience

• Bachelor’s Degree in Management, Accounting, Law, Public Finance, Economics or Civil Engineering with a professional certification such as: Charted Institute of Procurement and Supply (CIPS), Certified International Procurement Professional (CIPP), Certified International Advanced Procurement Professional (CIAPP) or any other recognized procurement professional certification is eligible.

  0 Year of relevant experience

Required competencies and key technical skills

• Resource management skills

• Problem solving skills

• Decision making skills

• Time management skills

• Risk management skills

• Results oriented

• Digital literacy skills

• Fluency in Kinyarwanda, English and/or French. Knowledge of all is an added advantage.

• Understanding of public procurement laws and procedures in Rwanda

• Experience of working with E-government, procurement system or other procurement software

• Knowledge of procurement techniques as well as in market practices

• Analytical and problem-solving skills

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2. Job Title: Documentalist & Archive officer

JOB DESCRIPTION

Department/Service: Administration and Finance

Reports to: Director of Administration and Finance unit

Job Summary:

Documentation and archive officer is responsible to manage, organize, monitor, evaluate the hospital records for future reference.

Responsibilities

• Keeping hospital records
• Monitoring and evaluation of files
• Sitting up, maintaining, reviewing and documenting records systems
• Preserving institution memory and heritage
• Identifying the most appropriate records Management resources
• Delivery of need documents
• Collaborate with staff and others to obtain needed documents
• Observe and respect the values & taboos as developed in the internal regulation rules.
• Do anything else requested by his hierarchy supervisor in the work

Trainings with certificate

• Records management
• Verb Tenses and Passive
• Write Professional Emails in English

Skills

• Documents archiving skills
• Office management skills
• Records management skills
• Communication skills
• Computer skills

JOB SPECIFICATIONS

• Keeping hospital records
• Monitoring and evaluation of files
• Collaborate with staff and others to obtain needed documents
• Preserving institution memory and heritage
• Identifying the most appropriate records Management resources
• Develop and operate a system for documentation and archives for the hospital in accordance with practices and standards in place;
• Develop and implement, in collaboration with concerned staff, an information classification and access policy;
• Maintain an effective cataloguing and indexing of documents and regularly update the hospital’s documentation database.

STAFF IMIHIGO (PBF, MIFOTRA)

• PBF
• MIFOTRA

QUALITY AND SAFETY-KEY PERFORMANCE INDICATORS

Key Performance Indicators

• Compliance with set standards (timely reporting, customer care service…)
• Annual performance appraisal
• Quarterly performance based financing

Qualifications

• Advanced Diploma in Office Management, Documentation, Archives Studies, Archives, Information Management, Arts and Publishing, Library studies, Library and Information Science, Bibliotheconomy with 0 Year of relevant experience

• Bachelor's Degree in Library and Information Science, Documentation, Archival Studies, Archives, Information Management, Office Management, Arts and Publishing with 0 Year of relevant experience

Required competencies and key technical skills

• Resource management skills

• Analytical, problem-solving and critical thinking skills

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