Procurement Officer

TERMS OF REFERENCE (TOR)- PROCUREMENT OFFICER FOR FAWE RWANDA CHAPTER

1.Background

The Forum for African Women Educationalists (FAWE) is a membership-based Pan-African Non-Governmental Organization that operates through 34 National Chapters in 33 countries in Sub-Saharan Africa to promote girls’ and women’s education. FAWE’s vision, mission and goal focus on quality education for girls and women socio-economic empowerment. FAWE Rwanda is one of 33 national chapters. FAWE Rwanda Chapter was started in 1997 and since its inception, FAWE Rwanda has grown to become a reputable partner and focal point on female education in Rwanda.

FAWE Rwanda is seeking a qualified Procurement Officer to support the organization in achieving its mandate through the effective procurement of goods and services for the period of 3 years renewable upon performance and availability of funds.

2. Purpose of the Job

The Procurement Officer will provide operational and technical support in planning, coordinating, implementing, monitoring, and reporting procurement activities within FAWE. The position will ensure that procurement is conducted efficiently, transparently, competitively, and in compliance with FAWE regulations, procurement policies, procedures, and applicable standards. The Officer will ensure that all procurement activities are properly processed, documented, and recorded in Microsoft Dynamics 365.

3. Key Responsibilities and Duties

The Procurement Officer will:

• Coordinate procurement activities from planning through contract award using Microsoft Dynamics 365.
• Prepare and monitor the annual procurement plan and related procurement estimates in consultation with relevant departments.
• Develop, execute, and administer simple procurements for works, goods, and services in accordance with FAWE regulations, policies, and approved procedures.
• Ensure timely implementation of procurement activities in line with approved plans, project schedules, budgets, and organizational priorities.
• Maintain, review, and update the organization's procurement policy, procedures, and guidelines.
• Provide technical and policy advice and guidance to management, staff, project teams, and other stakeholders on procurement matters.
• Ensure compliance with procurement policies and promote transparency, accountability, fairness, integrity, competitiveness, and value for money.
• Prepare procurement cases and supporting documentation for submission to relevant authorities for approval.

• Assist in preparing and distributing invitations to tender, requests for quotations, requests for proposals, and other solicitation documents.
• Assist in managing bidding, proposal opening, evaluation, clarification, and award processes in accordance with approved procedures.
• Prepare draft contracts for assigned procurements for review and approval by authorized officers.
• Serve as Secretary to the Internal Tender Committee and ensure that minutes, decisions, recommendations, and supporting documents are properly recorded and filed.
• Ensure that procurement documentation is complete, accurate, and maintained separately for each tender/procurement.
• Conduct regular market surveys to identify new suppliers, products, services, and prevailing market prices.
• Maintain accurate supplier information and support supplier assessment and performance monitoring.
• Track purchase orders and follow up with suppliers to ensure timely delivery of goods and services.
• Review invoices against purchase orders, contracts, delivery notes, and evidence of receipt before processing payment documentation.
• Liaise with Finance and relevant departments to facilitate timely supplier payments and resolve procurement discrepancies.
• Prepare monthly procurement status reports, including purchase order status, and quarterly procurement reports for submission to the Finance and Administration Manager.
• Maintain complete and up-to-date procurement records and ensure they are readily available for audit and management review.
• Ensure all procurement activities and transactions are properly processed and updated in Microsoft Dynamics 365.
• Monitor ERP procurement workflows and follow up on pending approvals and transactions.
• Ensure effective communication and exchange of procurement information between FAWE and suppliers, departments, project teams, and other relevant stakeholders.
• Perform any other related duties and responsibilities assigned by the supervisor.

4. Academic Qualifications and Experience

The candidate should meet the following requirements:

• Master's or Bachelor’s Degree in Procurement/Purchasing, Supply Chain/Supply Management, Logistics Management, Business Administration/Management, or a related field, with a minimum of three (3) years of relevant work experience in government, international organizations, NGOs, or large public/private sector organizations.
• Experience with web-based management or ERP systems, particularly Microsoft Dynamics 365, is an added advantage. Experience in an NGO, international organization, government institution, or donor-funded environment is desirable.

5. Required Skills and Competencies

The successful candidate should possess:

• Good understanding of procurement policies, procedures, compliance, and ethical standards.
• High level of accountability, integrity, confidentiality, and attention to detail.
• Ability to communicate clearly and professionally.
• Ability to prioritize tasks and work effectively under pressure.
• Learning orientation and willingness to adapt to new systems and procedures.
• Strong problem-solving and analytical skills.
• Good computer skills, including proficiency in Microsoft Office and ERP systems.
• Ability to use Microsoft Dynamics 365 effectively for procurement processing, tracking, and reporting.

6. Key Performance Areas

The Procurement Officer's performance will be assessed based on:

• Timely implementation of the approved procurement plan.
• Compliance with FAWE procurement policies, regulations, and procedures.
• Accurate and effective use of Microsoft Dynamics 365.
• Timely processing of procurement requests, tenders, purchase orders, contracts, and payment documentation.
• Proper maintenance and filing of procurement records.
• Timely delivery and follow-up of procured goods and services.
• Quality and timeliness of monthly and quarterly procurement reports.
• Effective supplier and stakeholder coordination.
• Effective support to the Internal Tender Committee and procurement evaluation processes.
• Promotion of transparency, accountability, efficiency, integrity, and value for money.

7. Reporting Line and Working Relationships

The Procurement Officer will report to the Finance and Administration Manager and will work closely with relevant departments, project teams, suppliers, service providers, evaluation committees, the Internal Tender Committee, and other authorized stakeholders.

8. Accountability and Ethical Standards

The Procurement Officer shall maintain high standards of integrity, confidentiality, impartiality, transparency, professionalism, and accountability. The Officer shall avoid conflicts of interest and ensure that all procurement processes are conducted fairly, efficiently, and in accordance with FAWE regulations, policies, procedures, and approved standards.

9. Job application procedures

• Application letter addressed to FAWE Rwanda Executive Director and Education certificates (combined in pdf);
• Recent Curriculum Vitae (CV)with three referees with proven work Experience including service certificate (combined in pdf).
• Highly qualified candidates should send their cover letter; well detailed CV and copies of degrees and certificates.

How to Apply

Interested candidate should submit their application no later than 15th October 2026. Please click on the “Apply Now” button to complete your application.

Only shortlisted candidates will be contacted.