TERMS OF REFERENCE FOR THE RECRUITMENT OF THE ASSISTANT  PROCUREMENT OFFICER FOR  RWANDA ASSOCIATION OF LOCAL GOVERNMENT AUTHORITIES (RALGA)

Context and background

Rwanda Association of Local Government Authorities (RALGA) is a membership organization established in 2002 by the City of Kigali and all the Districts of Rwanda to enable them fulfil the responsibilities entrusted to them under the decentralization policy adopted in 2000. It was legally registered in 2003 as a non-governmental organization and renewed its registration in 2013 to comply with the new laws governing non-governmental organizations. Membership is voluntary for Rwandan local governments with legal personality, and to date all 30 districts and City of Kigali are members.

RALGA’s vision is to have efficient local government entities where people and stakeholders are involved in development, and its objective is to assist local government entities in achieving their mission, complying with principles of good governance and decentralization. The responsibilities are to: represent the members, advocate for their interests and strengthen both their capacity as well as the collaboration among themselves and with foreign counterparts.

A General Secretariat was established to manage the daily business of the Association following the overall guidance of the General Assembly and under supervision of the Executive Committee, and the structure provides for a post of Assistant Procurement Officer. This post is currently vacant and RALGA is therefore seeking to fill it.

Main Duties and Responsibilities of the Procurement Officer

The post holder will have the following core duties and responsibilities:

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  1. Prepare the procurement plans and procurement reports;
  2. Provide a liaison link between suppliers and user departments;
  3. Serve as Secretary to the Internal Tender Committee
  4. Follow-up and expedite deliveries and forward certified invoices to accounts for payment;
  5. Update and maintain a database of suppliers;
  6. Receive, review and process the requisitions for clarity and adequate Terms of Reference and specifications to ensure that bidders will be able to respond to the quotation appropriately;
  7. Consolidate the recommendations for award as proposed by the Internal Tender Committee and maintain records of all procurement transactions;
  8. Draft the notification letters and ensure their delivery to bidders.
  9. Prepare, manage and monitor contracts of procured goods, services and consultancies.
  10. Ensure proper filing and documentation for procurement files
  11. Perform any other assignment by the superiors.

Key competences

  1. Ability to develop plans and strategies and to work towards their realization and improvement under demanding performance schedules;
  2. Excellent time management, administrative and organizational skills;
  3. Excellent skills in office productivity software (MS Word, PowerPoint and Excel);
  4. Ability to work successfully individually and as part of a team even under pressure;
  5. Ability to work with figures, assure data quality, pay close attention to details, and to identify errors/discrepancies, correct them, and meet deadlines;
  6. Excellent communication and interpersonal skills with a customer-friendly and service-oriented attitude;
  7. Ability to communicate clearly and effectively in Kinyarwanda and English or French.

Education and experience:

Master’s degree in procurement with a professional experience of one year or a Bachelor’s degree in Finance/ Economics! Procurement with at least a professional experience of three years in procurement, preferably in public institutions;

Extensive knowledge of the principles, procedures, and techniques of procurement;

Good understanding of policies, laws and regulations pertaining to the procurement;

Good understanding of international multilateral, bilateral, and private donors funding for public and private sector control mechanisms.

How to apply

Interested candidates shall send their applications online to the Secretary General of Rwanda Association of Local Government Authorities (RALGA) on the following email: info@ralga.rw not later than Friday 14th June 2019 at 5:00 p.m.

The application file shall comprise of:

  1. A motivation letter;
  2. Certified copies of the required degrees;
  3. Certificates of rendered services
  4. A Curriculum Vitae clearly indicating key achievements in previous work experience in relation to the core duties and responsibilities pertaining to the advertised post;
  5. Contact details of 3 referees who can testify the good attitudes and performance of candidate;
  6. Any document that can help RALGA appreciate the candidate’s suitability for the post.

N.B: Shortlisted candidates shall be notified on RALGA website not later than 215` June 2019

For more information,please download http://ralga.rw/IMG/pdf/pro.pdf

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