Job Description

1. Job Title: Procurement Specialist / Works

Job responsibilities

The procurement Specialist in charge of works will have the following duties and responsibilities:

Procurement Planning and Strategy

Develop, revise and publish the annual procurement plans aligned with bilateral and multilateral project action plans
Provide guidance to the end-user divisions on the development of technical specifications, Terms of Reference, market survey and Feasibility study for construction works
Prepare procurement strategic documents required for the approval of multilateral or bilateral projects

Tender Documentation

Conduct preliminary assessments of proposed construction sites for all multilateral and bilateral projects in accordance with established action plans
Prepare and publish tender documents for construction works
Ensure that all tender documents are reviewed and approved by the Tender Committee and the Chief Budget Manager before their publication
Prepare and seek for review and approval of responses to request for clarifications and amendment of tender documents
Facilitate pre-bid meetings and site visits with potential contractors
Ensure compliance with relevant procurement regulations and donor requirements

Bids opening and evaluation

Participate in the bid opening sessions
Participate in evaluation of bids or proposals
Notify successful and unsuccessful bidders
Prepare responses to appeal lodged by bidders

Contract award, management and Administration

Participate in contract negotiations
Draft contracts and follow up the contract signature processes
Organize and conduct kick-off meeting for construction works
Supervise the contract execution
Facilitate conflicts resolution during the contract execution period
Ensure the validity of performance securities and contracts
Participate in approval of contract amendments
Ensure the compliance with project objectives and donor requirements
Conduct with end-user technical handover of project
Conduct with end-user partial, provisional and final handover of construction works
Conduct with end-user technical validation of feasibility study of construction works,
Implement audit recommendations

Financial and Administrative Oversight

Review and approve contractor payment requests and invoices
Prepare and submit the requests for payment of invoices to Finance for payment

Reporting and Documentation

Prepare monthly, quarterly and ad hoc procurement on project implementation progress reports
Maintain procurement archives
Provide technical inputs for donor reports and project updates
Maintain and update procurement lessons learned register for future projects

Additional Responsibilities

Perform any other tasks assigned by the hierarchical supervisor
Participate in project meetings, reviews, and coordination activities
Support capacity building initiatives for beneficiary organizations

Qualifications

Master's in Civil Engineering, Construction Engineering, Building and Construction Technology with 3 Years of relevant experience
Bachelor's Degree in Civil Engineering, Construction Engineering, Building and Construction Technology with 5 Years of relevant experience

Required competencies and key technical skills

Must be a member of the Institute of Engineers Rwanda (IER) (Proof required)
Proficiency in computer skills such as Microsoft Office
Proficiency in ArchiCAD, AutoCAD, Revit or equivalent software
Having strong experience in project management
Having analytical and Problem-Solving skills
Proficiency in communication and Interpersonal Skills
Proficiency in English and French (written and spoken)
Having a procurement and supply management certificate (CIPS Level 3 Certificate, CPSM, CCCM, CSCP or equivalent) or a Postgraduate Diploma in Procurement or Purchasing Management will be an added advantage

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2. Job Title: Procurement Specialist / Good & Services

responsibilities

The procurement Specialist in charge of goods and Services will have the following duties and responsibilities: