JOB TITLE : PROCUREMENT OFFICER
GRADE : G
POSTS : 1
DEPARTMENT : ADMINISTRATION
RESPONSIBLE TO: SENIOR PROCUREMENT OFFICER
JOB SUMMARY
To acquire goods, works and services for use by the organization.
MAIN DUTIES
1.0 IMPLEMENT THE PROCUREMENT REGULATIONS, PROCUREMENT MANUAL, PROCUREMENT PROCESS OPERATING INSTRUCTIONS AND OTHER INSTRUCTIONS AND GUIDANCE AS MAY BE ISSUED FROM TIME TO TIME.
1.1 Supports the Senior Procurement Officer to organize and carry out
procurement such that 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 for the organization and the Government.
1.2 Implements measures to reduce fraud and corruption and reports to the
Senior Procurement Officer any cases of suspected or confirmed fraud.
1.3 Must have an up to date knowledge of Public Service Rules and
Regulations and financial and procurement regulations and impacts these to staff in the Procurement Unit.
1.4 Carries out an initial scrutiny of requisitions received by the
Procurement Unit to ensure they are completed and signed correctly.
2.0 PREPARES THE INITIAL DRAFT OF THE INVITATION TO
TENDER DOCUMENTS INCLUDING THE DRAFT CONTRACT AND SUBMITS THEM TO SENIOR PROCUREMENT OFFICER FOR APPROVAL AND ISSUE
2.1 Ensures that invitations to tender packages are complete and issued at the same time to all potential renderers.
2.2 Prepared advertisements and notices of contract award for the
Government’s contracts bulletin.
3.0 MAINTAINS SUPPLIERS DATABASE
3.1 Maintains file records of stock prices, suppliers, specifications,
catalogues and other information
3.2 Obtains quotations for goods and services after approval for
procurement.
3.3 Counter – checks stock invoices before they are forwarded for payment
JOB SPECIFICATION
Masters degree in Business Administration/Management/Economics plus CIPS Graduate Diploma in Purchasing and Supply
OR
Bachelors’ degree in Business Administration/Management/Economics plus CIPS Diploma in Purchasing and Supply and at least three (3) years working experience in the procurement field.
Other Relevant knowledge
• Knowledge of the Public Service Rules and Regulations.
• Knowledge of Financial and Procurement Regulations.
Core Competencies
• Ability to maintain accuracy of inventory received and issued.
• Ability to understand and interpret generally accepted procurement
standards and procedures/stock procedures and control
• Ability to write technical reports in order to inform and for decision- making.
• Ability to render judgment to take action and apply corrective measures when situations demand it.
• Ability to identify and solve unforeseen problems.
• Ability or potential to focus on and achieve standard of service that comply with highest expectations with customers.
• Ability to work with others to achieve shared commitment to solutions and work assignments/targets.
• Ability to provide outstanding customer service
• Ability to adjust priorities and manage times wisely in a fast-paced environment.
• Ability to maintain records and documentation pertaining to stores.
• Ability to communicate in a clear, concise, understandable manner, and listen attentively to others.
RESPONSIBILITY
For the work of others
The incumbent is responsible for ensuring that policy guidelines and procurement procedures are adhered to.
For resources controlled
The task requires great responsibility for control and maintenance of database for all government assets.
For safety of others
This factor in minimal.
For effect of errors
The task requires considerable concentration, accurate calculations, and firm enforcement of relevant legislation.
COMPLEXITY
Decision making
The task requires proven ability to make decisions in concerning activities of the section.
Problem solving
The task requires proven skills and ability to solve problems and complaints from the business community and procurement entities in the line ministries and districts.
Supervision received
The incumbent is accountable to Senior Procurement Officer and is guided by Lesotho Constitution, Public Service Act & associated regulations and Procurement Legislation.
Change management
The task requires a proven ability to deliver change and continuous improvement in a result focused environment.
Knowledge management
The incumbent is to ensure that knowledge and information is recorded, shared and utilize to the benefit of all.
Dexterity
This is considered minimal
Contact
Makes regular contacts with all ministries, Service Providers, District Administrators, Internal Auditors, Business community and the public on daily basis.
Mental effort
The job requires very high mental effort when verifying figures, conflict resolutions between Line Ministries, Public and Service Providers.
Physical effort
This is considered minimal
Emotional effort
The job requires the incumbent to be able to solve work-related problems amongst staff members as well as the public.
Unfavorable working conditions
This is considered minimal
Hazards
The 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 certified copies of educational certificates, transcripts, National Identity Document, etc should be hand delivered to HUMAN RESOURCES DIVISION AT THE MINISTRY OF TRANSPORT:
NOT LATER THAN 07TH SEPTEMBER, 2020