DEPARTMENT : ADMINISTRATION
JOB TITLE : PROCUREMENT MANAGER
GRADE
NO. OF POSITIONS : ONE (1)
RESPONSIBLE TO: PRINCIPAL SECRETARY
MAIN PURPOSE OF THE JOB:
To provide strategic direction for proper implementation of procurement policies on acquisition of goads, works and services.
KEY TASKS AND RESPONSIBILITIES:
1.0 Planning and Organization of Procurement of Goods, Works and Services within the Procurement Unit
1.1 Sets objectives for the organisation’s Procurement Unit in line with the approved Annual Procurement Plan and the organisation’s overall objectives.
1.2 Prepares the organisation’s Annual Procurement Plan and assists in planning and budgeting preparation processes.
1.3 Advises the Chief Accounting Officer on the general progress of the Unit against planned activities in achieving the overall objectives of the organisation.
1.4 Organises procurement such that the goods, works and services in the approved Annual Procurement Plan are procured in the timescale required, to the quality required and that they achieve value for money.
1.5 Liaises with PPAD on some aspects of procurement that require collaboration to achieve common goals.
1.6 Seeks the assistance of PPAD on procedural issues so that appropriate procurement Rules and Regulations are followed.
1.7 Submits monthly reports to PPAD on the procurement activities of the organisation for accountability.
1.8 Provides reports and returns to Ministry of Finance as required for transparency.
2.0 Establishment of General Control Systems for Procurement Units
2.1 Establishes effective administrative control systems, procedures and practices for the procurement of Government assets.
2.2 Establishes effective administrative control systems, procedures and practices for management and maintenance of Government assets.
2.3 Puts in place effective measures to curb mis-procurement and corruption.
2.4 Ensures that all Procurement Unit Staff understand, sign and abide by the Government’s Code of Conduct for Procurement Staff.
2.5 Ensures that all Procurement Unit Staff declares Conflict of Interests for transparency whenever appropriate.
2.6 Separates roles and responsibilities within the procurement function and performs regular and ad-hoc management checks in order to reduce fraud, corruption and impropriety in procurement.
2.7 Reports immediately to the audit authorities all cases of suspected or confirmed fraud, corruption and impropriety for appropriate action to be taken.
2.8 Ensures that the losses of stores are immediately reported to PPAD for appropriate action to be taken.
3.0 Maintenance of Best Practices of Procurement Standards
3.1 Establishes and develops best practice procurement standards for the procurement and management of goods, works and services to satisfy the requirements of the organisation.
3.2 Compares values of goods by benchmarking against world class procurement practices to ensure acquisition of quality goods and services at a competitive value.
3.3 Conducts continuous research on the types and prices of goods, works and services identified in the Annual Procurement Plan in order to maintain up to date knowledge.
4.0 Ensuring Compliance of Procurement Activities with Existing Regulations.
4.1 Ensures that procurement procedures and practices followed are in line with the laws of Lesotho including the Regulations, the Government’s Procurement Manual and Procurement Process Operating Instructions, and any other Government instructions and/or guidance which may come into force.
4.2 Provides internal guidance to the organisation relating to procurement to ensure proper procurement procedures are followed.
4.3 Puts in place a procedure to ensure that the up to date version of the Procurement Manual, the Procurement Process Operating Instructions and other relevant procurement documents are available to all staff in the Procurement Unit and to others on reasonable request.
4.4 Liaises effectively with and provides procurement assistance to other sections of the organisation to ensure that effective and efficient procurement is co-ordinated and carried out.
4.5 Collaborates with other public organisations for the public good.
4.6 Collaborates with audit investigations and review procedures as required.
5.0 Coordination of Tender Process
5.1 Negotiates contracts – where this is provided for in the Regulations — and keeps within budgetary limitations to avoid unnecessary costs.
5.2 Acts as the Secretary (with no voting rights) to the organisation’s Tender Panel for record keeping and to offer guidance.
5.3 Communicates decisions of the Tender Panel in order to inform concerned parties of the outcome.
5.4 Co-ordinates and provides the Secretariat as well as professional procurement advice to all Evaluation Teams to facilitate compliance with Procurement Procedures.
5.5 De-briefs Tenderers in a constructive manner in order for tenderers to meet evaluation requirements in future.
5.6 Considers impartially and professionally, and in accordance with the Regulations, any appeal to the Procurement Unit against procurement decisions. In matters of doubt, consults with colleagues in the organisation and with PPAD.
5.7 Coordinates and manages disposal of all used assets by working together with insurance institutions in assessments and evaluation of assets to determine the value of goods.
6.0 Facilitation of Effective Contract Flanagement
6.1 Prepares contract documents between the organisation and external service providers to ensure that goods and services are obtained economically and efficiently and to the best advantage of the Government.
6.2 Assesses the ability of potential suppliers to meet the organisation’s requirements for design, performance, price and delivery, to provide input to the Government’s Approved Suppliers List.
6.3 Carries out financial assessments of potential suppliers on behalf of the organisation to determine their financial viability.
6.4 Ensures that supplier’s invoices are handled in accordance with the Regulations in respect of the Government’s targets for the timely payment of bills.
7.0 Staff Training and Management
7.1 Guides the establishment of an effective performance management system for staff of the Procurement Unit in order to perform to the expected standards.
7.2 Approves all individual work-plans to ensure adherence to the organisation’s objectives.
7.3 Identifies the training needs of Procurement Unit staff, approves training plans and in- house training programmes and ensures that staff are effectively trained to carry out the tasks required in a professional manner.
8.0 Disposal of Unserviceable, Obsolete and Surplus Stores/Asset Items
8.1 Submits a duly completed standardized disposal form for vetting and approval by the Committee.
8.2 Prepares and submits disposal evaluation report to the Committee for award of contract.
8.3 Prepares End of Activity Report and submits to the Committee for award of contract.
8.4 Prepares Annual Disposal Plan in order to facilitate an effective clearance of disposable stores/assets.
8.5 Ensures that all the revenue proceeds from the sale of assets shall be deposited into the Consolidated Fund for accountability.
8.6 Requests approval from the Committee to dispose and recommends the method of disposal to adhere to procedures.
JOB SPECIFICATIONS
Education and Experience
Master’s Degree in Social Sciences or Engineering plus two (2) years’ experience in procurement work at the managerial level (Senior Procurement Officer). Membership of any relevant professional body (in procurement and supply chain management) shall be an added advantage.
OR
Bachelor’s Degree in Social Sciences or Engineering plus CIPS Graduate Diploma in Purchasing and Supply plus three (3) years’ experience in procurement work at the managerial level (Senior Procurement Officer).
OR
Bachelor’s Degree in Social Sciences or Engineering plus four (4) years’ experience in procurement work at the managerial level (Senior Procurement Officer). Membership of any relevant professional body (in procurement and supply chain management) shall be an added advantage.
Core Competencies:
• Ability to understand and implement the Regulations, the Procurement Manual, the Procurement Process Operating Instructions and other instructions and guidance as may be issued from time to time.
• Ability to understand and interpret generally accepted procurement
standards and procedures/ stock procedures and control.
• Ability to understand procurement and project related risk and how to manage it.
• Ability to write reports to inform decision- making.
• Ability to use relevant software packages (Pastel-V6, Power Point, MS Office, Word and Excel).
• Ability to identify trends and their potential for future development.
• Ability to understand and handle figures especially in respect of
complex tenders.
• Ability to prepare and distribute financial reports contributing to the improvement of the effectiveness of financial management.
• Ability to make informed decisions readily and confidently.
• Ability to use judgment in taking action and applying corrective measures when the situation demands.
• Ability to identify and solve problems.
• Ability or potential to focus on and achieve the standards of service that meet the highest expectations of user divisions.
• Ability to act in accordance with generally accepted accounting standards and principles.
• Ability to work with others and share experiences and solutions.
• Ability to be a team leader and advise members of the team on all aspects of their work.
• Ability to successfully assign appropriate tasks or activities to subordinates.
• Ability to influence the way others work and be confident enough to liaise with all levels of management.
• Ability to work with others, harnessing different skills, experience or perspective to achieve a shared commitment to solutions and work assignments/targets.
• Ability to appreciate people’s developmental needs and to effectively implement and support development initiatives.
• Ability to exercise objectivity and give direction in stimulating others to perform towards productivity and achievement of the organisation’s and Government’s objectives.
Work Experience:
Five years working experience in a procurement environment at a managerial level. Evidence of the study of project management as part of the course of study would be an advantage. Membership of a professional body such as the Project Management Institute or the Chartered Institute of Purchasing & Supply would be an advantage.
RESPONSIBILITY
For the work of others
The task requires responsibility for ensuring that Procurement Unit staff carry out their duties legally, efficiently, effectively, economically and in a timely manner.
For resources controlled
The task requires great responsibility for control of expenditure and the maintenance of a database of government assets.
For safety of others
This factor is minimal but must be taken into consideration in the case of, for example, site visits and visits to firms’ premises.
For effect of errors
The task requires considerable concentration, accurate calculations and firm enforcement of relevant legislation, instructions and guidance.
COMPLEXITY:
Decision making
The task requires responsibility in accordance with financial rules and regulations and in compiling the organisation’s Annual Procurement Plan and approving divisional annual work plans.
Problem solving
The task requires proven skills and ability to solve problems arising from a variety of sources. This includes dealing with problems and queries on specific and general issues from within the organisation, from PPAD, from the Audit authorities and from staff in other organisations. The incumbent must be able to deal effectively, and in accordance with the Regulations, with queries, complaints and appeals from the business community. There is also a requirement to handle and solve staff problems.
Supervision received
The incumbent is accountable to the Chief Accounting Officer and is guided by the Lesotho constitution, the Public Service Act and associated regulations and Public Procurement Regulations 2007.
Change management
The task requires a proven ability to champion, inspire and deliver change and continuous improvement in a results focused environment.
Knowledge management
The incumbent is to ensure that knowledge and information is recorded, shared and utilised to the benefit of all.
Dexterity
The incumbent will require considerable dexterity in the understanding and handling of figures.
Contacts
The incumbent is required to make and maintain regular professional contact with procurement staff in other organisations and with PPAD, the Office of the Accountant General, the Audit authorities, banking and financial institutions, the business community and the public. Contact is also to be maintained with other public and private sector organisations such as the Project Management Institute and the Chartered Institute of Purchasing & Supply.
Mental effort
The job requires very high mental effort in respect of the complexities of modern-day procurement, when handling and analysing figures, and in terms of conflict prevention and resolution.
Physical effort
This is considered minimal.
Emotional effort
The job requires the incumbent to be able to prevent and, if necessary, resolve work-related problems amongst staff members as well as the business community and the public.
Unfavourable working conditions
This is considered minimal.
Hazards
This is considered minimal.
ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.
Applications on relevant forms of G.P 104 for serving officers and GP 103 for job seekers duly accompanied by completed appraisal forms coupled with certified copies of educational certificates and transcripts, should be sent to:
The Principal Secretary
Ministry of Police and Public Safety
P.O. Box 866
Maseru 100
OR
They can be hand delivered to Human Resource Office, Ministry of Police and Public Safety, Avani Maseru – Office Block, Room 721 or 730 not later than 16th OCTOBER, 2020.