The Government of Rwanda, in its effort to sustain the economic growth, has increased and stabilized the power production since the severe power shortages in 2004. One of three major strategic objectives is to expand access while also improving the quality and lowering, the cost of economic infrastructure — especially transport, power, and communications. In this regard, EWSA is implementing an Electricity Access Rollo-out Program (EARP) as a part of its corporate structure.
The program is being implemented within the framework of a Sector Wide approach (SWAp) to encompass all donors active in the sector under one common sector investment program.
The Government of Rwanda has received a grant from the Kingdom of Belgium managed by the Belgian Development Agency (BTC) to implement/lmproving Access to Reliable on-grid Electricity Services for Households and Priority Public Institutions Project and intends to apply part of the proceeds of the grant to eligible payments to hire services of the following project staff
1. PROCUREMENT OFFICER (1)
The procurement Officer will advise and assist program stakeholders in preparing necessary documentation, take responsibility for procurement processes, ensuring that all steps areproperly undertaken, and that procurement files are maintained in accordance with GoR and BTC requirements, track all program procurements, identify issues especially deviation from agreed procurement schedules, and seek to resolve issues in a timely manner.
MAIN DUTIES AND RESPONSIBILITIES
Advertising, planning and filing
- Prepare and publish general notices, specific notices and request for expressions of interest;
- Establish a data base of qualified suppliers and service providers and update it regularly;
- Establish and update regularly the project procurement plans spelling out the various services financed by the project;
- Establish a reliable and comprehensive filing system of all procurement of the project.
Rules and Procedures
- Ensure that the procurement activities are carried out in accordance with the rules and procedures of IDA and other donors;
- Ensure that the quality of bid documents and request for proposals is guaranteed by verifying in particular that all the required conditions to be fulfilled are included;
Selection of the consultants
- Draw up Request for proposals and the consultants’ shortlist on the basis of elements and the specifications of services financed by the project and prepare no objection requests when required;
- Participate to the evaluation process of the technical and financial proposals, coordinate and participate to the negotiation process when required;
- Prepare the draft of the contract between the Project/EWSA and the Chosen consultants after obtaining the no-objection (if required);
- In collaboration with the contractor management directorate, ensure that services are provided as stipulated in the contract provisions, propose recommendations for the settlement of disputes which could occur during the implementation of the contract;
- In collaboration with the contractor management, Planning, GIS & Design, ensure a timely response of the Project to the consultant's reports as well as the final approval of the consultants' work.
Works and Goods
- Establish procurement plans and prepare tender documents on the basis of the technical specifications prepared by the service beneficiaries financed by the Project, ensure that the tender documents are advertised;
- Be present during the opening of bids, write minutes for opening session, evaluation report, draw up minutes of the award of the tender, prepare contracts between the Project and the suppliers/ entrepreneurs awarded after tender process and No-objection ( if required);
- In collaboration with the contractor management, Planning, GIS& Design directorates, ensure that the works and goods be executed according to the contractual clauses, propose recommendations on the settlement of disputes which could occur during the contract execution.
- In collaboration with the Stores and Logistics Manager and other concerned parties, ensure timely reception of the goods and the works of the various contracts financed by the project;
- Establish a database of the performance goods suppliers, entrepreneurs, consultants and update database regularly;
- Undertake any other task related to procurement that could be requested by theEWSA Procurement Manager.
PROFILE:
- University degree in Law, Engineering, Accounting, Finance, Management, or other related field;
- A certificate or a diploma in Procurement would constitute an added advantage;
- Having a strong experience of 5 years in procurement (3 of which he/she shall have worked as a Procurement Officer in a donor funded program or project) is an advantage.
REPORTING
The procurement Officer will report to the Project co-manager `he Project Manager and the EWSA Procurement Manager.
2. PROJECT ACCOUNTANT
The Project Accountant is under contract with BTC and financed by this project and is responsible for a variety of finance-related tasks including the ones listed below (this list is not exhaustive).
MAIN DUTIES AND RESPONSIBILITIES
Banking & cheque and cash management
- Prepare, register and keep cheques
- Prepare staff payroll for bank transfers at the end of each month.
- Ensures all invoices from external parties (contractors, suppliers,...) are paid in due time, by bank transfer, cheque or cash and arrange those documents by date: her/his task of preparing bank transfer and cheque documents. And manage pipeline payment to external parties.
- Check and approve document requested by Secretary and further the request toRAF then finally to co-manager for final approval.
- Attend and record all bank transactions, maintain bank accounts, ensure monthly bank statements and account overviews
- Final responsibility for the cash management, and supervision of secretary in this task: this includes regular daily cash counts, verification of balance of cash book and cash-on-hand, assistance of cashier in solving imbalances, establishment and signature of cash count statements.
- Ensure liquidation of any internal advances and update advance outstandingly the end of each month and report to RAF.
- Responsible for sound cash planning & cash withdrawals, so as to avoid cash shortages or large amounts cash in safe (security issue).
- Updates fixed asset register, follow up consultancies, contractor contract and stock of stationary.
Financial activity reporting
- Record all project expenses properly in FIT, following guidelines and within the deadlines the latest 15th of the following month. Produce FIT statements for control by the Project Management, make all necessary corrections and make all preparations for the monthly closing of the accounting.
- Supervise daily entry of expenses in the cashbook by cashier.
- Produce FIT statements for control by the Project Management, make all necessary corrections and make all preparations for the monthly closing of the accounting.
- Supervise daily entry of expenses in the cashbook by secretary.
- Check and control to ensure quality and completeness of justification and supporting accounting documents of all expenses following guidelines
- Ensure accounting coding and budgeting lines are corrects: this includes verification of financial reports, expenses and supporting documents.
- Keep tack accounting data by putting reference as GT and AT on the specific documents on the monthly basic.
- Ensure monthly balance of FIT/Cashbooks/Cashboxes and bank statements are the same, and responsible for completion and approval of reconciliation statements if any.
- Responsible for transparent and consistent filing of all accounting, banking and cash management documents (that arranged by secretary).
- Organize that copy of all supporting Bank documents and check cash document copy by cashier, before sent to LAF on a monthly basis.
Financial Administration
- Check to ensure correct application of allowances.
- Assist the Project Management with a variety of tasks: e.g. cost calculations, filing finance and administrative-related documents, writing correspondences.
Budgeting and financial planning
- Provides all necessary accounting data and information to the Project Management, for him to be able to follow up on budget and planning.
- Assist the PM in the elaboration of reports, budgets or plans.
PROFILE
- Degree in accounting;
- Minimum 5 year experience accounting and project administration is an advantage;
- Experience with an a Project is an added advantage;
- Very good hands-on knowledge of excel and word is a must. Other programs (Database, accounting programs) a strong advantage; Fluent in English, French and Kinyarwanda
- Mature, good communicator and team player,
REPORTING
The Project Accountant will report to the RAF, the Project Management, ne BTC LAF and the EARP Finance Director.
3. DRIVER (2)
Under the direct supervision of the Direction of Intervention, the Driver will be responsible for the following duties:
MAIN DUTIES AND RESPONSIBILITIES
- Drive project vehicles for the transport of authorized personnel;
- Collect and deliver mail, documents, and other items;
- Take care of the day to day maintenance of assigned vehicles, check oil, water, battery and brakes;
- Log official trips, daily mileage, gas consumption, oil changes and greasing;
- Follow all rules and regulations in relation to the management of EARP vehicles.
- Perform other related duties as required.
PROFILE
- Minimum High School Certificate;
- Drivers License at least Five (5) years old (Category B) having other categories will be an added advantage;
- At least five (5) years working experience as a Driver;
- Excellent spoken English and/or French and good writing skills in English and/or French;
- Certificate in Mechanics will be an added advantage.
REPORTING
The Driver will report to the direction of intervention of the project.
CONTRACT PERIOD
The services shall be for duration of two years renewable subject to successful completion of a probation of three (3) months.
MODE OF APPLICATION
The interested candidates should submit their application letter addressed to the EARP Coordinator together with detailed Curriculum vitae, Copies of both academic and professional certificates and testimonials, Names and addresses of three persons for reference and a Copy of Identity Card.
Applications should be submitted at the reception of EARP at the address below not later than Tuesday, 20th May 2014 at 4:00 pm to the address below:
Electricity Access Rollout Program (EARP)
Kinyinya Sector; Birembo Substation
P.O.B 537 Kigali, Rwanda
Tel.: (250) 573666
Edward KASUMBA
EARP Coordinator
