JOB ADVERTISMENT FOR NAEB VACANT POSITION FOR RECRUITMENT

The National Agricultural Export Development Board (NAEB) would like to recruit self-motivated and qualified candidates to fill the following position.

POSITION: PROCUREMENT SPECIALIST/PSAC

Job Description

Under the direct supervision of Chief Finance Officer with the daily supervision of the SPIU Coordinator, the Procurement Specialist will perform the following duties & Responsibilities:

• Establish and regularly update a data base of technical specifications of goods to be acquired by the project and a data base on suppliers, service providers, contractors for tendering process;
• In consultation with project staff and implementing divisions of NAEB, prepare, update, implement and monitor the PSAC Project Procurement Plan;
• Review specifications and Terms of Reference (ToRs) to ensure completeness, accuracy and compliance with quality standards and assist during contract negotiations;
• Prepare bid documents required to facilitate procurement operations, including requests for quotation, requests for Expressions of Interest, Procurement Notices, Bidding documents, Tender Evaluation Reports, contracts and other related documents;
• Participate and organize the evaluation of proposals with the internal tender committee and related task on the Project, as may be required by IFAD and in accordance with its GoR procurement policies, manuals and guidelines;
• Draft, negotiate and finalize all types of contractual correspondence and documents;
• Prepare status reports on PSAC procurement activities and weekly and monthly contract management tables;
• Carry out regular market assessments to maintain accurate knowledge of market prices for most common goods and services;
• Develop tools for capturing procurement data and identifying progress towards the achievement of procurement schedules, including updating and maintaining procurement records and filing system in accordance with IFAD and government procurement policies;
• Undertake publication formalities and/or send the bidding documents to prospective bidders;
• Attend the evaluation team of bids as non-scoring member and assist with the elaboration of evaluation reports;
• Communicate with RPPA, NAEB and to RAB SPIU IFAD Funded Projects through the Head of Procurement Unit for all problems pertaining to the procurement process;
• Initiate and timely follow up with IFAD the requests for no objection for relevant activities/tenders
• Organize the reception of goods and works delivered by the suppliers and contractors (Client’s certificate of reception);
• Carry out any other assignment or relevant duties in the field of his/her competences as may be assigned by the PC and the Authorities.
• Prepare the draft public procurement plan and the draft revision of public procurement plan;
• Receive and safe keep bids;
• Request competent authorities to approve recommendations for the award of tender;
• Prepare notification of tender award to a successful bidder;
• Prepare the draft tender contract and amendments to a tender contract;
• Monitor procurement contract execution in collaboration with user department;
• Follow up on audit issues raised by the internal and/ or external auditors and implement the audit recommendations thereof.
• Carry out any other duty assigned to him or her by the regulations governing public procurement.

Outputs

• Effective and efficient procurement process of acquisition of goods services and works at the NAEB and SPIU level and respect of the basic principle of the best value for money.
• Pragmatic and systematic filing system of procurement documents at the SPIU and NAEB level;
• Reception of goods and works in accordance with the technical specification and the bidding documents;
• Full satisfaction of participants in workshops, seminars, travels on the practical dispositions taken for their organization including payment of allowances and board and lodging conditions.

Job Profile

• Master’s Degree in Procurement, Purchasing and Supply Chain Management, Public Finance, Economics, law, management, Accounting/ Finance, with a minimum of three (3) years of proven working experience in the public procurement and/or contract management. Or
• Bachelors’ degree in Procurement, Purchasing and Supply Chain Management, Public Finance, Economics, law, management, Accounting/ Finance, with a minimum of five (5) years of proven working experience in public procurement and/or contract management.
• Should be a member of Association of Procurement Professionals Rwanda
• Knowledge of IFAD procedures is an added advantage.

Key Competences

• Possess competencies in public procurement and contract management;
• Possess the ability to give sound advice on procurement issues that would impact on the project’s financial and physical performance;
• Good communication and interpersonal skills required;
• Strong personal management and communication skills;
• Excellent knowledge of MS Office, internet use and procurement databases.
• Highest standards of integrity, discretion and loyalty
• Strong critical thinking skills and excellent problem-solving skills.
• Inclusiveness
• Accountability
• Teamwork
• Client/citizen focus
• Professionalism
• Commitment to continuous learning
• Experience of working with E-government, procurement system or other procurement software;
• Knowledge of procurement techniques as well as in market practices;
• Resource management 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
• Analytical and problem-solving skills
• Knowledge of state contracting laws, regulations and procedures
• Knowledge of contract law and important contracting concepts;

The Job Title should be the subject of the email. The motivation letter of interested candidates accompanied by detailed CV with at least three referees, Photocopy of degree, certificates of related job requirements, professional/work service certificates and national identity card with all the application file in a one PDF document. Having worked for a project would be an added advantage.

The application files should be submitted to NAEB E-mail: [email protected] and copy to [email protected] not later than Friday 03^rd January 2025 at 5:00 PM. Late and/or Incomplete applications will not be considered.

Gabriel MPEZAMIHIGO

Chief Finance Officer-NAEB