Documentalist & Archives Officer

2025-06-30T11:58:15+00:00

FULL_TIME

Public Administration, and Government

Management

2025-07-08T17:00:00+00:00

 

Rwanda

8

1:PsychometricTest
2:Written
3:Oral
Reports To

Director of Administration and Finance
Job responsibilities
• Develop and operate a system for documentation and archives for the hospital in
accordance with practices and standards in place;
• Develop and implement, in collaboration with concerned staff, an information classification
and access policy;
• Maintain an effective cataloguing and indexing of documents and regularly update the
hospital’s documentation database
• Receive and filing documents
• Organize the documentation and the archives of each unit;
• Analyze and submit the corresponding reports stating
• Enter documents into Database using the available software;
• Index and file documents according to the documentation policies, rules and regulations;
Identify and propose documents for National Archives Services
• Perform other related duties as required by his/her supervisor

1:PsychometricTest 2:Written 3:Oral Reports To Director General Job responsibilities Core Responsibilities: Procurement Planning: Prepare and update the annual procurement plan in collaboration with hospital departments. Ensure alignment of the plan with the hospital’s budget and strategic priorities. Tendering and Bidding Process: Organize and manage the tendering process in compliance with Rwanda Public Procurement Authority (RPPA) regulations. Prepare bidding documents, request for quotations, and tender notices. Participate in evaluation committees for supplier selection. Contract Management: Draft, review, and monitor supplier contracts to ensure they meet legal and hospital requirements. Ensure contract execution according to specifications, timelines, and budgets. Purchase Orders and Acquisitions: Prepare and issue purchase orders after approvals. Ensure timely acquisition and delivery of goods, services, and works. Vendor Management: Maintain and update a database of qualified suppliers. Evaluate vendor performance based on quality, delivery time, and cost. Stock and Inventory Coordination: Work closely with the storekeeper and pharmacy to monitor stock levels. Prevent stockouts and overstocking by timely procurement of essential items (e.g., drugs, medical supplies). Record-Keeping and Reporting: Maintain accurate and organized procurement files and documentation. Prepare monthly, quarterly, and annual procurement reports for hospital management and oversight bodies. Compliance and Ethics: Ensure all procurement activities comply with the Law on Public Procurement and RPPA guidelines. Promote transparency, accountability, and fairness in procurement processes. Coordination with Stakeholders: Liaise with the District, Ministry of Health, Rwanda Biomedical Center (RBC), and other partners on procurement-related matters. Support external audits and respond to queries from oversight institutions. Continuous Improvement: Identify opportunities to optimize procurement processes and reduce costs. Stay updated with new procurement laws, procedures, and technologies. Reporting Line: Reports to: Hospital Director General or Administrative Director Collaborates with: Accountant, Internal Auditor, Storekeeper, Heads of Services/Units

1:PsychometricTest 2:Written 3:Oral Reports To Director General Job responsibilities Core Responsibilities: Procurement Planning: Prepare and update the annual procurement plan in collaboration with hospital departments. Ensure alignment of the plan with the hospital’s budget and strategic priorities. Tendering and Bidding Process: Organize and manage the tendering process in compliance with Rwanda Public Procurement Authority (RPPA) regulations. Prepare bidding documents, request for quotations, and tender notices. Participate in evaluation committees for supplier selection. Contract Management: Draft, review, and monitor supplier contracts to ensure they meet legal and hospital requirements. Ensure contract execution according to specifications, timelines, and budgets. Purchase Orders and Acquisitions: Prepare and issue purchase orders after approvals. Ensure timely acquisition and delivery of goods, services, and works. Vendor Management: Maintain and update a database of qualified suppliers. Evaluate vendor performance based on quality, delivery time, and cost. Stock and Inventory Coordination: Work closely with the storekeeper and pharmacy to monitor stock levels. Prevent stockouts and overstocking by timely procurement of essential items (e.g., drugs, medical supplies). Record-Keeping and Reporting: Maintain accurate and organized procurement files and documentation. Prepare monthly, quarterly, and annual procurement reports for hospital management and oversight bodies. Compliance and Ethics: Ensure all procurement activities comply with the Law on Public Procurement and RPPA guidelines. Promote transparency, accountability, and fairness in procurement processes. Coordination with Stakeholders: Liaise with the District, Ministry of Health, Rwanda Biomedical Center (RBC), and other partners on procurement-related matters. Support external audits and respond to queries from oversight institutions. Continuous Improvement: Identify opportunities to optimize procurement processes and reduce costs. Stay updated with new procurement laws, procedures, and technologies. Reporting Line: Reports to: Hospital Director General or Administrative Director Collaborates with: Accountant, Internal Auditor, Storekeeper, Heads of Services/Units

1:PsychometricTest 2:Written 3:Oral Reports To Director General Job responsibilities Core Responsibilities: Procurement Planning: Prepare and update the annual procurement plan in collaboration with hospital departments. Ensure alignment of the plan with the hospital’s budget and strategic priorities. Tendering and Bidding Process: Organize and manage the tendering process in compliance with Rwanda Public Procurement Authority (RPPA) regulations. Prepare bidding documents, request for quotations, and tender notices. Participate in evaluation committees for supplier selection. Contract Management: Draft, review, and monitor supplier contracts to ensure they meet legal and hospital requirements. Ensure contract execution according to specifications, timelines, and budgets. Purchase Orders and Acquisitions: Prepare and issue purchase orders after approvals. Ensure timely acquisition and delivery of goods, services, and works. Vendor Management: Maintain and update a database of qualified suppliers. Evaluate vendor performance based on quality, delivery time, and cost. Stock and Inventory Coordination: Work closely with the storekeeper and pharmacy to monitor stock levels. Prevent stockouts and overstocking by timely procurement of essential items (e.g., drugs, medical supplies). Record-Keeping and Reporting: Maintain accurate and organized procurement files and documentation. Prepare monthly, quarterly, and annual procurement reports for hospital management and oversight bodies. Compliance and Ethics: Ensure all procurement activities comply with the Law on Public Procurement and RPPA guidelines. Promote transparency, accountability, and fairness in procurement processes. Coordination with Stakeholders: Liaise with the District, Ministry of Health, Rwanda Biomedical Center (RBC), and other partners on procurement-related matters. Support external audits and respond to queries from oversight institutions. Continuous Improvement: Identify opportunities to optimize procurement processes and reduce costs. Stay updated with new procurement laws, procedures, and technologies. Reporting Line: Reports to: Hospital Director General or Administrative Director Collaborates with: Accountant, Internal Auditor, Storekeeper, Heads of Services/Units

No Requirements

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