Procurement officer (REMA)
Job Summary:Duty station: kigali
Deadline date: November 2, 2011
Deadline time: 5 : 0 PM
PROCUREMENT OFFICER FOR THE LAKE VICTORIA ENVIRONMENTAL MANAGEMENT PROJECT PHASE TWO (LVEMP II)
The Lake Victoria Environmental Management Project Phase Two (LVEMP II) is a regional project aiming to address the socio-environmental impacts of environmental degradation in the Lake Victoria Basin, especially on Lake Victoria itself. The project development objectives (PDO) are to: (i) improve collaborative management of the transboundary natural resources of LVB for the shared benefits of the EAC Partner States; and (ii) reduce environmental stress in targeted pollution hotspots and selected degraded sub-catchments to improve the livelihoods of communities, who depend on the natural resources of LVB. The IDA15 funds are being disbursed to the Government of Rwanda (GoR) through Rwanda Environmental Management Authority (REMA) to the tune of USD 15 million over the six-year period.
It is in this regard that the Rwanda Environment Management Authority (REMA) seeks to recruit a procurement officer for the LVEMP II to support and strengthen the project's procurement function over the implementation period.
2. Objective of the Assignment:
The main objective of this assignment is to recruit a Procurement Officer to manage all procurement of activities of LVEMP II National Project Coordination Team (NPCT). In addition, he or she will be responsible for setting up an effective and transparent procurement process that addresses the following cardinal principles:
• Economy-giving LVEMP II the best value for money, with value being defined as a more than just price but quality assessment as well;
• Efficiency-being timely and practical in meeting the procurement needs for the project;
• Fairness-being impartial, consistent and reliable;
• Transparency-the application of procedures that are clear, easily assessable and predictable;
• Accountability-bestowing a sense of responsible and accountability in procuring goods and services for the project.
3. Tasks to be performed by the Procurement Officer:
The Procurement Officer will be responsible for ensuring the following among others:
• Ensure that the procurement manual is updated and known by all relevant staff;
• Ensure that quarterly and annual procurement plans for LVEMP II activities are prepared and approved by the National Policy Steering Committee (NPSC) on time;
• Ensure that "prior review result" from the World Bank is received for any procurement above the agreed procurement threshold;
• Assist in procurement of activities, including advertising, prequalification of consultants, preparation of long/short lists, preparation and issuance of RFP, conducting pre-bid meeting, bid receipts, and opening, proposal evaluation, negotiation and signing of contracts;
• Ensure that procurement records and documents are properly documented in the form required and duly authorised by the responsible officers and are readily available for independent review;
• Establish close working relationships and coordination with other technical Project staff, including with the Financial Management and Accounting specialists, to ensure that procurement documents and processes are fully integrated into the project planning process and all necessary clearances and approvals are obtained before procurements are initiated;
• Make sure that all procurement are carried out on the basis of approved procurement plans;
• Establish procurement performance indicators and milestones to be used in monitoring and assessing progress in the quality and timeliness of procurement;
• Ensure that all relevant procurement procedures-national, the World Bank or otherwise-are complied with in all material respects, properly documented and managed;
• Provide regular procurement reports on a timely basis;
• Facilitate procurement audits and reviews and do all that is necessary to ensure that all procurements are carried out expeditiously and efficiently and free of wasteful expenditures, fraud, omissions and errors;
• Make sure all procurement files in the evaluation process, financial offers not yet opened are kept in a safe and closed location;
• Ensure a proper filing of procurement documents.
4. Expected Outputs and Performance Criteria:
The Procurement Officer shall deliver the following outputs:
• Preparation and submission to the World Bank of an annual procurement plan of acceptable quality for the project within (3) months from the end of the financial year;
• Regularly kept and updated procurement plans;
• Monthly, quarterly and annual procurement monitoring/progress reports;
• Preparation and submission of quarterly procurement monitoring reports as part of the PMR/IFR to the World Bank within 45 days from the end of the quarter;
• Procurement register;
• Proper and secure procurement filing system in place;
• Keeping an updated Procurement Manual in coordination with the World Bank;
• Preparation of all procurement documentation (ToRs, RFPs, etc) in close coordination with the relevant technical and administrative Project staff;
• Conducting all procurements in accordance with the Procurement Plan approved by the World Bank and the Project Procurement Manual;
• Publishing of contract awards for all contracts procured through NCB and ICB in DG Market and UNDB within 10 working days from contract award;
• Maintaining complete and well organized project procurement records.
The contract will run up from December 1, 2011 to November 30, 2012 and will be renewed upon satisfactory performance and availability of funds.
6. Reporting and supervision arrangements:
The Procurement Officer will report to the LVEMP II National Project Coordinator for the day to day activities. The Procurement Officer will also work closely with the SPIU Procurement Specialist and REMA Internal Tender Committee and other relevant staff within REMA.
7. Required Qualification and Experience:
The qualifications and experience required for the Procurement Officer are as follows:
- A University degree in public procurement, supply chain management, engineering, economics, finance, business administration, law or other fields related to the Project;
- At least 7 years experience in procurement field, with at least 4 in a reputable high performance public sector organisation covering high-level complex procurement management functions;
- Demonstrate extensive practical experience and skills in all aspects of national and international procurement of goods, works and of consulting services, and with Government of Rwanda Procurement regulations; working experience with projects financed by Multilateral institutions is highly desirable;
- Computer literate: Good knowledge of MS Office applications. Other software is an advantage;
- Fluent in English. Knowledge of French and Kinyarwanda is an advantage.
• Outstanding planning, organizing and controlling skills;
• Excellent leadership, organizational and interpersonal skills;
• Excellent communication and analytical skills.
Applications should include:
• A detailed curriculum vitae containing full personal details (birth date, gender, nationality, marital status, home address, and full contact numbers); qualifications and experience relevant for the position; previous and current appointments;
• Available references from at least three recent employers and/or supervisors;
• Copies of academic qualifications;
• Indication of possible starting date if successful;
All applications to be clearly marked "Application for LVEMP II Procurement Officer" and addressed to:
The Director General, REMA
P O Box 7436 Kacyiru Kigali, or alternatively to email address: email@example.com.
Further enquiries to SPIU Procurement Specialist, Email: etushabe @gmail.com
Closing date: 2nd November 2011 at 5pm. Late applications will not be considered.
Dr. Rose MUKANKOMEJE
Director General, REMA