Procurement officer at Gasabo District ( Deadline: 08/07/2025)
Job responsibilities
Responsibilities of a Procurement Officer at Level Two Teaching Hospital
🔹 1. Procurement Planning Develop and implement the hospital’s annual procurement plan in coordination with department heads. Forecast demand for medical supplies, pharmaceuticals, equipment, and services. Align procurement activities with budget allocations, work plans, and priority needs.
🔹 2. Purchasing and Supplier Management Initiate and process purchase requests and orders in accordance with procurement laws and internal procedures. Identify, evaluate, and manage qualified vendors and service providers. Obtain and evaluate quotations, bids, and proposals, ensuring value for money and quality.
🔹 3. Tendering and Contracting Prepare and manage tender documents, including requests for quotations (RFQs), bids (RFBs), or proposals (RFPs). Organize and facilitate tender evaluation committees, ensuring transparency and fairness. Draft and oversee procurement contracts in coordination with legal and finance departments.
🔹 4. Compliance and Documentation Ensure all procurement processes comply with: National public procurement laws Institutional guidelines Donor-specific rules (if applicable, e.g., CDC, Global Fund) Maintain accurate and complete procurement records, bid evaluations, contracts, and delivery notes.
🔹 5. Inventory and Supply Chain Coordination Coordinate with the storekeeper and pharmacy to avoid stockouts or overstocking. Track the delivery and receipt of goods to ensure they match specifications, quantities, and quality standards. Assist in monitoring supplier performance and contract execution.
🔹 6. Reporting and Analysis Prepare monthly, quarterly, and annual procurement reports for hospital management and external audits. Analyze procurement data to identify spending trends, cost savings, and improvement areas.
🔹 7. Internal and External Audits Support Facilitate access to procurement documents during audits or supervisory visits. Respond to audit findings and implement recommendations to strengthen procurement processes.
🔹 8. Ethical and Transparent Practices Uphold the principles of integrity, fairness, and non-discrimination in all procurement activities. Report and avoid any conflict of interest, favoritism, or corruption.
🔹 9. Teamwork and Coordination Work closely with the finance, administration, and medical teams to align procurement with service delivery needs. Participate in hospital planning, budgeting, and review meetings.
🔹 10. Capacity Building and System Improvement Stay updated on procurement regulations and best practices. Recommend system improvements and participate in e-procurement, digital recordkeeping, or other innovations.
Qualifications
- 1. Purchasing and Supply Chain Management- 0 Year of relevant experience
- 2. Bachelor’s Degree in Procurement- 0 Year of relevant experience
- 3. Bachelor’s Degree in Management, Accounting, Law, Public Finance, Economics or Civil Engineering with a professional certification such as: Charted Institute of Procurement and Supply (CIPS), Certified International Procurement Professional (CIPP), Certified International Advanced Procurement Professional (CIAPP) or any other recognized procurement professional certification with three (3) years of relevant working experience is eligible.- 0 Year of relevant experience
Required competencies and key technical skills
- 1. Resource management skills
- 2. Problem solving skills
- 3. Decision making skills
- 4. Time management skills
- 5. Risk management skills
- 6. Results oriented
- 7. Digital literacy skills
- 8. Understanding of public procurement laws and procedures in Rwanda
- 9. Experience of working with E-government, procurement system or other procurement software
- 10. Knowledge of procurement techniques as well as in market practices
- 11. Fluent in Kinyarwanda, English and/or French. Knowledge of all is an advantage
- 12. Analytical skills;
Psychometric Languages
- 1. English
Psychometric Domains
- 1. Problem solving- Competence / Skills
- 2. Decision making- Competence / Skills
- 3. Analytical skills- Competence / Skills
- 4. Time management- Competence / Skills
- 5. Clear and Effective Communication- Communication skills
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