JOB DESCRIPTION

Procurement Officer
OF THE PROJECT SUPPORT UNIT FOR
EXPERTISE FRANCE PROJECTS IN RWANDA (KIGALI)

About Expertise France:

Expertise France is a public agency for international technical cooperation. The agency focuses on four priority areas:

• Democratic, economic and financial governance;
• Stability of countries in crisis/post-crisis situations and security;
• Combating climate change and sustainable urban development;
• Strengthening of health, social protection and employment systems.

In these areas, Expertise France carries out engineering missions and implements capacity-building projects, mobilises technical expertise and acts as a project coordinator, bringing together public expertise and private know-how.

With a business volume of €390 million and over 400 projects in its portfolio in 145 countries, the efforts of Expertise France are part of France’s international cooperation policy and official development assistance.

Expertise France Rwanda is implementing 6 projects, mainly funded by the European Union, AFD and the French Ministry of Foreign Affairs, for a total of €50m. The agency’s main areas of activity in Rwanda are:

• Economic and financial governance
• Sustainable development, climate and agriculture;
• Health and human development

Description of the mission

Based in Kigali, the Procurement Officer position reports directly to the Procurement and Contracts Manager (PCM) within the Project Support Unit (PSU). More broadly, this person is part of the Expertise France legal function, which is supervised and functionally managed by the Legal Affairs Department (LAD) based in Paris, France.

The PSU is made up of the procurement, logistics, finance and human resources departments needed to implement the projects, under the supervision of the Head of Support Services.

In liaison with the LAD, with the help of his/her team and within the framework of the rules and procedures adopted by the Agency, the Procurement Officer has the following tasks:

Monitoring of Procurement plans for the project portfolio

• Working with the PSU’s Contracts and Procurement Manager, support the project managers in drawing up their Procurement Plans and ensure that it is approved by the LAD
• Propose relevant handover schedules in line with project milestones and local constraints
• Monitor and update Contract Award Plans in real time as they are implemented
• Identify relevant markets and possible groupings of procedures
• Identify recurring needs and propose the relevant framework agreements, with the approval of the Procurement Manager

Processing of orders and implementation of the procurement process in accordance with the applicable regulations and the Expertise France procurement and grant regulations

• Receive and process purchase requisitions
• Participate in drawing up administrative and technical specifications in conjunction with applicants
• Define selection criteria in consultation with applicants (project managers, cross-functional coordinator)
• Prepare and draft the consultation file
• Ensure that the LAD obtains ANOs where necessary
• Put online on the e-procurement platform
• Organise tender evaluation committees
• Analyse tenders with specifiers
• Negotiate offers in compliance with regulations
• Draft and send rejection letters to non-selected suppliers
• Draft contracts and insert specific clauses in conjunction with the Procurement Manager, the Project Manager and the LAD where relevant
• Ensures that the administrative file is complete and archived
• Draw up procurement monitoring and analysis dashboards
• Monitor national and international supplier markets (players, products, prices, etc.)

Contract performance monitoring

• Ensure that the portfolio contract monitoring table is updated in real time
• Ensure that the format and information on quotations and invoices are correct
• Manage verification operations, acceptance of supplies or deliverables, submission of narrative and/or financial reports as required
• Initiate the creation of third-party files/accounts, which will be submitted to the Finance Department for verification and forwarded to Head Office for validation
• Monitor the payment schedule: advances, instalments and payment instalments
• Monitor price revisions
• Enforce penalties where necessary
• Draft amendments as required
• Monitor relations with suppliers through to delivery
• Monitor framework and service provision contracts
• Ensure compliance with Agency rules

Help to supply the office

• Capitalise on price and supplier lists
• Consolidate procurement forecasts and ensure that procurement files are properly compiled throughout the office
• Initiate supplier selection, price negotiations, delivery times and terms and conditions
• Monitor relations with suppliers

Transversal activities 

• Identify transversal and recurring procurementprocurement requirements in conjunction with the ProcurementProcurement/Contracts Manager
• Ensure that procurementprocurement files are complete and archived in accordance with internal procedures
• Work with the procurement and contracts manager, contribute to the division’s monthly reporting
• Participate as necessary in projects launched by the LAD

PROFILE WISHES:

Qualifications:

• Training in procurement management with a legal rationale, such as Bioforce or University, and/or professional experience demonstrating competence in this area
• Knowledge of EU donor rules is an advantage
• Ability to work in a demanding, multicultural environment;
• Strong capacity for autonomy, independence of mind and impartiality;
• Strong capacity for work, rigour and organisation;
• Perfect command of office automation tools;
• Good interpersonal and teamwork skills;
• Excellent analytical and report-writing skills;
• Excellent written and verbal skills in French and English; fluency in both languages would be a strong asset.

Professional experience:

• At least 2 years of experience in a similar role, as a Procurement / Logistics Officer or Public Buyer
• Experience with donors (European Union / AFD / World Bank / other development banks) or any other technical cooperation operator

Location: Place of employment Kigali

Contract type: Rwandan fixed-term employment contract for 12 months, renewable Starting date: 15^th January 2025 Remuneration: according to EF salary scale and profile

Note: Candidates interested in this opportunity are invited to submit their CV and covering letter as soon as possible via the following link:

https://www.expertisefrance.fr/web/guest/on-recrute?redirected=2#page-cv---upload---vacancy---12212

The application selection process will take place in three stages:

• A shortlist will initially be drawn up freely by Expertise France;
• Then, short-listed candidates may be invited to take written tests to assess their technical and linguistic skills;
• Finally, the selected candidates may be invited to an interview.

The application deadline is 10/12/2024.

Expertise France respects equal opportunities