Procurement Specialist
Procurement Specialist
About The Job
The objective of the Procurement Specialist is to manage, oversee and implement all procurement processes and activities within ACES to ensure that technologies, research and scientific equipment, goods, services, and works are procured in a timely, cost-effective, efficient and
transparent manner while maintaining compliance with both internal rules and donor requirements.
Specific Skills
- Minimum of 5 years of experience in procurement, preferably in an academic, technology or research environment
- Experience with donor-funded projects and familiarity with UN procurement guidelines
- Strong knowledge of procurement regulations and best practices.
- Experience in negotiating contracts and managing vendor relationships.
- Knowledge of software and systems used in procurement.
- Strong analytical and problem-solving skills.
- Excellent organizational and time management abilities.
- Ability to handle multiple tasks and work under pressure.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
- High level of integrity and attention to detail.
- Ability to work independently and as part of a team.
- Strong interpersonal skills and the ability to work with diverse stakeholders
- Fluency in and English, good knowledge of Kinyarwanda and French is an added advantage
Responsibilities & Duties
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Develop, maintain and implement procurement plan for ACES
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Collaborate with ACES team to identify procurement needs and ensure timely and efficient procurement.
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Provide technical advice and support to ACES staff on procurement processes and requirements. Ensure that procurement activities are aligned with timelines and budgets.
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Prepare and issue tender documents in line with ACES and donor procurement rules.
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Manage the tendering process, including advertising, issuing, receiving, and evaluating bids.
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Lead the evaluation committee and assist in the selection of suppliers and contractors.
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Negotiate contract terms, pricing, and conditions with selected vendors.
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Receive requisitions from the users, prepare and issue purchase orders and contracts to selected vendors.
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Maintain and update a database of approved suppliers and contractors and ensure compliance with contract terms and performance standards.
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Build and maintain strong relationships with suppliers and contractors.
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Conduct regular performance evaluations of suppliers and service providers to ensure that they meet quality, cost, and delivery expectations.
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Ensure compliance with ACES and donor procurement policies, procedures, SoPs, and legal/regulatory requirements.
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Maintain accurate and up-to-date procurement records, including contracts, tenders, quotations, and purchase orders.
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Prepare regular (monthly and as required) procurement reports for management and donor audits.
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Monitor and control procurement budgets, ensuring cost-effective purchasing decisions.
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Prepare procurement reports, tracking and analyzing procurement expenditures against budgeted amounts.
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Identify procurement risks and propose mitigation strategies.
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Conduct due diligence checks on vendors to ensure they meet required standards.
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Conduct workshops and capacity-building activities for staff and partners involved in procurement.
Educational Requirements
- A Bachelor's degree in Engineering, Business Administration, Supply Chain Management, Procurement, Finance, Accounting, or a related field
- A professional qualification / certification in procurement