Terms of Reference (ToR) for the Recruitment of a Procurement Officer at the Rwanda Society of Obstetricians and Gynecologists (RSOG)

Background

The Rwanda Society of Obstetricians and Gynecologists (RSOG) is committed to advancing maternal and reproductive health through advocacy, training, research, and service delivery. To strengthen its operational efficiency and ensure timely availability of goods and services, RSOG seeks to recruit a Procurement Officer who will manage procurement activities, supplier relationships, and contract management in compliance with organizational policies and regulations.

Purpose of the Position

The Procurement Officer will be responsible for the planning, execution, and monitoring of all procurement activities at RSOG. The role requires strong organizational, negotiation, and analytical skills to ensure transparency, cost-effectiveness, and timely delivery of goods and services that support RSOG’s programs and operations.

Key Responsibilities

Procurement Management

• Manage the end-to-end procurement process for goods, services, and works in line with RSOG policies and legal requirements.
• Prepare and issue Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Invitations to Tender (ITTs).
• Evaluate bids, negotiate with suppliers, and recommend awards based on quality, cost, and compliance.
• Maintain accurate records of procurement activities, contracts, and supplier performance.
• Monitor contract implementation to ensure suppliers deliver on agreed terms and timelines.

Supplier and Inventory Management

• Maintain an updated database of approved suppliers and service providers.
• Conduct market research to identify potential suppliers and ensure competitive pricing.
• Track inventory levels of office and program supplies and recommend replenishment as needed.
• Collaborate with program and administrative teams to forecast procurement needs.

Compliance and Reporting

• Ensure all procurement activities comply with RSOG policies, government regulations, and donor requirements.
• Prepare regular reports on procurement activities, savings, and supplier performance for management review.
• Support audits and provide required documentation for internal and external audits.

Qualifications and Experience

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• At least 2–3 years of relevant experience in procurement or supply chain management.
• Knowledge of procurement policies, procedures, and relevant laws/regulations in Rwanda.
• Strong negotiation, analytical, and organizational skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Excellent communication skills in English and Kinyarwanda (French is an added advantage).

Competencies

• High level of integrity, professionalism, and discretion.
• Strong attention to detail and problem-solving skills.
• Ability to manage multiple priorities and work under tight deadlines.
• Teamwork and interpersonal skills for effective collaboration with internal and external stakeholders.
• Proactive approach to process improvement and efficiency in procurement activities.

Submission Procedure
Interested and qualified candidates should submit their applications, including a signed motivation letter, updated CV, and copies of academic qualifications to rsog.human.resource@gmail.com  by Friday, 5th September 2025 at 1 pm.

Please include the subject line: Application for Procurement Officer position at RSOG. Only shortlisted candidates will be contacted.

Note: Female candidates are strongly encouraged to apply.