QSSR-UDL-PCMO-PROCUREMENT AND CONTRACT MANAGEMENT OFFICER

  
 

Job Title: Procurement and contract management officer     
Reports to:  Procurement and Logistics Manager 
Grade:    UD 4    
Department: Procurement and Logistics   
Section:    Procurement and Logistics    
        
Job Purpose:
The incumbent will be accountable for ensuring the appropriate implementation of instructions, regulations, and rules that govern UDL management of resources related to procurement and contract management in the company. S/he will also support ongoing procurement and contract management activities and provide recommendations to increase procurement management's effectiveness and efficiency.

Key Responsibilities and Job Dimensions

Procurement Responsibilities:
Procurement Planning:
•    Develop and implement procurement strategies and plans.
•    Forecast procurement needs and manage procurement schedules.
 Vendor Management:
•    Identify and evaluate potential suppliers.
•    Maintain relationships with existing suppliers and negotiate contracts to secure advantageous terms.
Bid and Tender Management:
•    Prepare and issue requests for proposals (RFPs), invitations to bid, and other procurement documents.
•    Evaluate bids and proposals to ensure compliance with requirements and select the best value offer.
Cost Control:
•    Ensure procurement activities are within the approved budget.
•    Identify cost-saving opportunities and implement measures to reduce procurement costs.
Compliance and Risk Management:
•    Ensure procurement processes comply with legal, regulatory, and organizational policies.
•    Identify and mitigate procurement-related risks.
Purchasing:
•    Execute purchase orders and contracts.
•    Monitor and ensure timely delivery of goods and services.

Contract Management Responsibilities:

 Contract Development:
•    Draft, review, and negotiate contracts with vendors, ensuring clarity and completeness.
•    Collaborate with legal and other departments to ensure contracts meet organizational standards and legal requirements.
Contract Execution:
•    Oversee the signing of contracts and ensure all parties understand and agree to the terms.
•    Implement contract management systems and processes.
Contract Monitoring and Performance Management:
•    Track contract performance and compliance.
•    Address any issues or disputes that arise and ensure satisfactory resolution.
Renewal and Termination:
•    Manage contract renewals and terminations following organizational needs and timelines.
•    Ensure proper documentation and adherence to contract terms upon termination.
Record Keeping:
Maintain accurate and up-to-date records of all contracts and procurement activities.
•    Ensure that all procurement and contract documentation is stored securely and accessible as needed.
•    
Reporting and Analysis:
•    Prepare regular reports on procurement and contract management activities.
•     Analyze data to identify trends, issues, and opportunities for improvement. 
Stakeholder Communication:
•    Liaise with internal and external stakeholders to ensure alignment and effective communication regarding procurement and contract matters.
•    Provide coaching and support to staff on procurement and contract management policies and procedures.
•    Performs any other duties as required or assigned by his supervisor or any superior authority

Decision Making/ Job Influence

The role is responsible for making decisions for oneself regarding the performance of duties and responsibilities

Working Conditions
The role operates under normal working conditions

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic Qualifications

• Bachelor’s Degree from an accredited academic institution, preferably in Engineering, Quantity Surveyor, or any other related discipline, and an equivalent combination of training;
• Experience in contract drafting and Administration is a prerequisite
• Master’s degree is an added advantage. 
• Professional Qualifications / Membership to professional bodies
• Registered with the Association of Procurement Professionals of Rwanda will be an added advantage
• Having SAP Business One Certification will be an added advantage
• Knowledge of the UMUCYO E-Procurement System of Rwanda will be an added advantage
• Previous relevant work experience is required.Professional Qualifications / Membership to professional bodiesThree (3) years of progressively responsible experience in emergency operations and expertise in managing diverse procurement and contract management operations.

Functional Skills:   
Communication skills
•    Analytical skills
•    Client Orientation
•    Organizational skills
 Behavioral Competencies/Attributes: 
•    Keen to detail
•    Team player
•     Integrity

Note: The deadline for the application is no later than Monday, February 3rd 2025. 
          Only shortlisted candidates will be contacted