National Drug Service Organization (NDSO)
Procurement Department
Position: Assistant Procurement Manager
Reports to: Procurement Manager
Required Minimum Qualifications
- Degree in Pharmacy with a qualification in the Chartered Institute of Procurement and Supply (CIPS); OR
- Diploma in Pharmacy Technology with five years of work experience and at least Level 5 CIPS qualification; OR
- Any Bachelor’s degree with at least Level 5 CIPS qualification and five years of experience in Procurement; OR
- Any Diploma with five years of experience in Procurement and Level 6 CIPS qualification.
Note: Registration with the Lesotho Medical, Dental, and Pharmacy Council, along with a Retention Certificate (2024), is mandatory.
Required Minimum Experience
- Degree in Pharmacy: Minimum two years of experience in Procurement or Supply Chain Activities.
- Diploma in Pharmacy: Minimum five years of experience in Procurement or Supply Chain Activities.
- Any Bachelor’s Degree or Diploma with Level 5 or 6 CIPS: Minimum of five years of experience in Procurement.
Summary of the Job Description
The Assistant Procurement Manager (Tenders & Contracts) is responsible for managing tenders, maximizing supplier performance, and ensuring best value for money in all procurements. The role requires strict adherence to Public Procurement Regulations and ensuring a steady supply of goods and services to meet NDSO’s operational needs. The incumbent will oversee and supervise Procurement Officers and Assistant Procurement Officers while maintaining strong collaboration with other departments.
The scope of procurement includes, but is not limited to:
- ARVs, Pharmaceuticals, Medical Supplies, Dental Products, and Non-Medical Products.
Key Duties and Responsibilities
1. Management of Tenders and Contracts
- Develop specific Bidding Documents using NDSO’s Standard Bidding Documents for tenders and semi-tenders (Request for Sealed Quotations).
- Float tenders upon receiving approval from the Chairperson of the Tender Panel, using an approved list of suppliers.
- Advertise Prequalification of Tenders, send prequalification documents to bidders, and ensure samples are sent to relevant departments.
- Follow up with suppliers to confirm their receipt of Bidding Documents and their participation in the tender.
- Maintain a supplier participation report, indicating reasons for non-participation.
- Respond to bidders’ inquiries and issue addenda when necessary to maintain transparency.
- Organize Tender Opening Events and subsequent NDSO Tender Evaluation Meetings, ensuring compliance with tender procedures.
- Adhere to the Procurement Plan set by the Procurement Manager.
- Ensure compliance with Schedule of Activity Timeframes for each tender.
- Prepare and issue tender results, contracts, and award notifications, ensuring they are properly authorized.
- Monitor adherence to contract terms and service level agreements, addressing any deviations.
- Compile Tender Evaluation Reports as per Performance Management System.
- Upon completion of contracts, close them and return performance securities to suppliers.
2. Overseeing Activities within the Procurement Department
- Manage requests for cost estimates from UN agencies, ensure payments are made, and provide relevant documentation.
- Coordinate funds availability for MOHSW procurement under NDSO (Health Sector goods).
- Ensure that all donation-related procurements have Purchase Orders and relevant documentation.
- Track deliveries for Donor and UN agencies en route to NDSO.
- Participate in Procurement Supply and Management Planning Activities.
- Address clarifications and queries regarding rejected items, shortages, and oversupplies.
- Handle pre-payments between NDSO and suppliers, ensuring documentation is available for processing payments.
- Supervise and oversee activities of Procurement Officers and Assistant Procurement Officers.
- Assist the Procurement Manager in all procurement-related tasks as assigned.
- Perform any other duties as assigned by the Procurement Manager.
Performance Standards
- Tender Activity Schedule signed off and Procurement Plan updated.
- Specific Bidding Documents developed within seven days of receiving a procurement request.
- Tenders floated within two weeks of approval, with a supplier participation register maintained.
- Contracts finalized within seven days after the cooling-off period.
- Tender Evaluation Reports and meeting minutes submitted and approved within one month of contract award.
How to Apply
Interested individuals must submit the following documents:
- Application Letter
- Curriculum Vitae (CV)
- Certified Copies of Educational Certificates
Applications can be submitted:
📍 By hand at the HR Office
📧 Via email: [email protected]
Application Deadline: 04 April 2025 at 16:30
Note: Late applications will not be considered.