Procurement Specialist

Job Summary

The Procurement Specialist provides comprehensive operational leadership, technical guidance, and administrative oversight for all procurement and contract management lifecycle processes. Reporting directly to the Deputy Director General, the specialist acts as the Secretary of the TVET Board Tender Committee and manages the institutional E-procurement system. The role balances macro-level planning such as formulating the annual procurement plan for the Single Project Implementation Unit (SPIU) with meticulous file tracking, vendor negotiations, legal compliance monitoring, and direct engagement with the Rwanda Public Procurement Authority.

Qualification

Candidates must hold one of the following educational milestones from a accredited institution:

• Bachelor’s Degree or Master’s Degree in Procurement.
• Bachelor’s Degree or Master’s Degree in Supply Chain Management.
• Bachelor’s Degree or Master’s Degree in Logistics Management.
• Bachelor’s Degree or Master’s Degree in Law.
• Bachelor’s Degree or Master’s Degree in Accounting.
• Bachelor’s Degree or Master’s Degree in Finance.

Experience

• For Bachelor's Degree holders: Minimum of 5 years of relevant professional experience.
• For Master's Degree holders: Minimum of 3 years of relevant professional experience.
• Proven experience working with electronic procurement systems, state tendering frameworks, and public sector accounting or legal practices.
• Demonstrated history drafting official notifications of tender awards, contract negotiation agreements, and corporate status reports.

Core Duties and Responsibilities

Procurement Planning & Tendering:

• Formulate, update, and formally publish the annual procurement plan for all capital projects running under the Single Project Implementation Unit (SPIU).
• Construct comprehensive bidding documents and technical tender requirements in close coordination with specialized beneficiary units.
• Provide day-to-day administrative management and regular system health monitoring of the national E-procurement system.
• Publish active bids transparently within the online portal, process incoming supplier requests, and prepare official notifications of tender awards.
• Actively fulfill all institutional duties as the designated Secretary of the TVET Board Tender Committee.

Contract Management & Collaboration:

• Prepare, structure, and finalize binding legal contracts for successful bidders in collaboration with the Legal Affairs Officer and respective beneficiary units.
• Manage active contracts, oversee vendor performance checkpoints, and ensure adequate contract execution in tandem with internal stakeholders.
• Archive, track, and maintain accurate procurement proceeding records in absolute accordance with standard state regulations.

Advisory, Compliance & Reporting:

• Support the institution by rendering expert professional advice and clear technical guidance on all procurement, purchasing practices, and contract management matters.
• Address unexpected procurement challenges promptly and produce comprehensive outcome reports for executive management review.
• Formulate and deliver all requested information, tracking documentation, and compliance datasets to the Rwanda Public Procurement Authority.
• Execute any other relevant tasks or operational assignments designated by your direct supervisor.

Skills & Competencies

Technical & Professional Competencies:

• Advanced knowledge of national/state contracting laws, public procurement regulations, and procedural compliance steps.
• Strong knowledge in contract drafting, legal clause formulation, and multi-variable commercial negotiation.
• Demonstrated understanding of commodity grades, supplier qualities, current market pricing variables, and commodity tenders.
• Mastery of basic business architectures, material purchasing practices, and category management processes.
• High analytical skill level with sharp attention to administrative detail and file tracking precision.
• Professional fluency in Kinyarwanda, English, and/or French.

Behavioural & Psychometric Profiles:

Candidates will be stringently evaluated against the following psychometric fields during the institutional testing phase:

• Critical Thinking & Analysis: Advanced cognitive capacity to deduce logical flaws, assess market data, and make data-driven procurement recommendations.
• Decision Making & Time Management: Firm capability to arrive at independent, legally defensible conclusions under tight timeline pressures.
• Processing Speed & Coordination: High mental agility to manage high-volume tender pipelines and coordinate effectively between vendors and legal bodies.
• Communication Skills: Clear and effective communication across all organizational levels.

Examination Structure & Timeline

The institutional selection procedure dictates that shortlisted candidates must successfully complete a multi-tiered evaluation process:

• Psychometric Test (Administered in English)
• Written Examination
• Oral Interview

Skills Required:

• Accounting / Finance
• Legal / Law
• Logistics / Supply / Chain
• Procurement / Purchasing