Deadline of this Job: 11 November 2022
JOB DETAILS:Procurement Specialist
Job Description
About QT Global Software Ltd
QT Global Software Ltd is a new IT company committed to enhancing the competence and competitiveness of its clients by enabling them to succeed through the power of information technology security. We have six years of experience in building web and mobile applications. We serve government institutions and private businesses requiring robust applications for use by thousands of users.
Purpose of the Job
We are seeking a Procurement Specialist to analyze costs, negotiate contract details, and offer strategies and solutions to help companies better manage costs on supplies and vendor services. The incumbent will manage, direct, negotiate and award complex high-value and unique acquisitions for goods and services. The Procurement Specialist acts as a consultant to departments and agencies and instructs internal and external personnel on laws, policies, procedures and critical issues regarding procurement.
Procurement Specialist Scope of Work
• Identify potential suppliers of goods &services.
• Reviews departmental requests and selects the appropriate procurement method.
• Assists departments by providing market information needed for tactical and strategic planning.
• Creates technical specifications and terms/conditions for the acquisition of goods, services and professional services
• Prepares procurement documents (i.e. IFBs, ToRs, RFPs, RFQ, Amendments, Renewals, etc.)
• Reviews and modifies, as needed, specifications, purchase orders, contracts, change orders and related documents
• Work closely with the projects team to understand details of procurement requirements
• Facilitates supplier meetings, site inspections and pre-bid conferences
• Manage the procurement process for both competitive sealed bidding and competitive negotiations
• Assists departments, agencies, and procurement staff with process compliance.
• Performs other duties as assigned.
Requirements
Procurement Specialist Qualifications/ Skills
• Bachelor’s Degree in the related field or Equivalence
• Three (3) years experience in the procurement work that required creating technical or general specifications, and/or modification of technical or general specifications prepared by others, soliciting bids/proposals, managing the competitive negotiation process, negotiating with professional and non-professional service providers, and preparing agreements for legal review.
• Additional certification in the field of procurement desired
• Strong knowledge of the industry and market conditions
• Excellent written and verbal communication skills
• Impeccable negotiation and problem-solving skills
• Exceptional interpersonal skills and rapport building
• Flexible to work long hours as demanded by projects
• Able to travel to meet vendors and suppliers as necessary
Deadline of this Job: 01 November 2022
JOB DETAILS:Procurement Officer
Contract Type : Fixed Term
Position grade: NOB
Duration : One Year, renewable subject to funding availability and Successful performance
Duty Station : Kigali
Closing Date : October 28, 2022
About Wfp
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
WFP Rwanda works in partnership with the Government and other stakeholders through the direct implementation of integrated programmes targeting the most vulnerable people and will progressively shift towards building national capacity to formulate, manage and implement programmes for achieving zero hunger.
4Ps Core Organisational Capabilities
Purpose
• Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
• Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
• Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
• Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.
• People
• Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
• Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
• Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
• Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.
• Performance
• Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
• Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
• Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
• Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.
Partnership
• Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
• Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
• Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
• Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.
Organizational Context
This position will be based in WFP Rwanda, Kigali country Office and the job holder will work under the direct supervision of the head of Supply Chain Unit. The Job holder will operate with a high degree of independence, guide more junior staff to ensure effective procurement services.
Job Purpose
To collect, analyse and report on information to maximise efficiency of procurement operations and activities.
Key Accountabilities (Not All-Inclusive)
Within delegated authority, and under the direct supervision of Head of Supply Chain Unit, the incumbent will be responsible for the following duties:
• Coordinate the preparation of Country Office Annual Procurement Plan.
• Coordinate and facilitate the establishment of approved Country office vendor Database.
• Review purchase requisition for compliance with WFP procedures.
• Solicit and analyze quotations, bids, proposals and facilitate evaluation panels and procurement committees to recommend award of contract or purchase order.
• Follow up the preparation of Food Contracts, ensuring timely delivery of food commodities.
• Follow up the preparations of Non – Food Purchases (Purchase Orders/Contracts, ensuring timely delivery of goods and services and expiration of contracts.
• Support Cash Based Transfer operations by coordinating procurement staff in ensuring timely preparation of purchase orders (POCB), selection of financial service provider (FSP) and participating in retailed engagement in retailed engagement activities.
• Coordinate and facilitate the retail supply chain assessment in all refugee camps to receiving cash assistance.
• Contribute towards Business Operational Strategy (BOS) achievement under on UN Procurement Working Group by leveraging buying positions and mitigate duplication of activities.
• Draft and prepare correspondences to respond to all enquiries (including regional) in respect to procurement matters.
• Provide trainings and guidance to staff on food and non-food procurement procures.
• Provide management with technical advice on food and non-food Procurement matters as well as advice Procurement Contract Committee and non-food Procurement Committee on, nominations of members, validity of committees and procurement guidelines.
• Other as required. Standard
Minimum Qualifications
• Education: Advanced University degree in Economics, Commerce, Business Administration, Engineering, Legal or Accounting or other relevant field, or First University degree with an additional relevant work experience and/or training/courses.
• Language: International Professional: Fluency (level C) in English language, and French (level B)
• Experience: At least three years of postgraduate professional experience in Public Procurement, or Supply Chain management
• Language: Fluency (level C) in English language
Functional Capabilities
Capability Name Description of the behaviour expected for the proficiency level
Tendering & Contracting Demonstrates ability to establish and manage small contracts/ portions of larger contracts that enhance the value WFP obtains from its engagements (e.g., cost, efficiency, quality).
Vendor Management Demonstrates working knowledge and understanding of the supplier network and business needs to effectively select vendors that meet the selection criteria.
Commodity/Product/Service Intelligence Selects appropriate products and/or services in own area based on a basic understanding of sources, country requirements, and public procurement principles/practices.
Systems & Reporting Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct range of analyses and generate reports to drive decision making.
Ethics & Compliance Demonstrates ability to collect, collate and report records relating to ethics and compliance to assist in the analysis of audit findings.
Other Specific Job Requirements
Participate in Country Office Cash Transfer Working Group
Desired Experiences For Entry Into The Role
• Experience with procurement activities (purchasing, vendor research, etc.).
• Experience conducting cost analyses.
• Experience working with vendors or other partners.
Terms And Conditions
This Position is open for Rwanda Nationals only.