PROCUREMENT OFFICER – REGIONAL STATISTICS PROJECT (BOTSWANA)
Main Purpose
Under the direct supervision of the Project Coordinator, the Procurement Officer shall be responsible for the coordination of all procurements under the Project and shall advise and assist the Project Coordinator on all procurement issues in connection with the implementation of the SADC Regional Statistics Project.
Scope of Services
The scope of services of the Procurement Officer will include, but not limited to the following:
- Develop a comprehensive list of all acquisitions of goods and services provided on the financing of the Project for all components;
- Follow up with recipients of technical services for the acquisition of the unit or Project coordination, preparation and finalization of terms of reference (TOR) for the procurement of consultancy service, and technical specifications for goods and works;
- Complete records of tender and requests for proposals based on the models provided by the World Bank and SADC and upload them onto the World Bank System (STEP);
- Proceed with the launch of tenders (if applicable to the call for expressions of interest or screening), in the manner agreed in the grant agreement;
- Ensure proper management of calls for tender;
- Supervise and monitor the evaluation of bids and proposals received;
- Prepare contracts, after completion of procurement processes, if it is required, and ensure their signatures by persons qualified to do so;
- Design, implement a database of providers and ensure the update, and develop management statistics that will allow donors to measure the level of project performance in terms of procurement;
- Plan, prepare and coordinate the timing of acquisition of consulting services and goods and works;
- Prepare reports of activities prescribed by the manual of procedures for acquisition, but also any other reports related to the procurement that the lessor may seek in connection with the performance of the Project;
- Develop and maintain the procurement plan on a model consistent with World Bank procedures, including the provisional estimate, in Protocol of Agreement signed between World Bank and SADC;
- Develop records of tenders for works, supplies and requests for proposals for consultancy services as provided in the grant agreement;
- Prepare, implement and update general reviews and advice specific procurement, expressions of interest for consultancy services, works and supplies;
- Implement activities in accordance with the approved Procurement Plan;
- Participate in committees receiving supplies, works and services, and to ensure that these goods and services received comply with contract specifications;
- Monitor the implementation of service – and supply contracts;
- Produce periodic reports on the market situation and suppliers’ performance;
- Keep an up to date and accurate register of all the Project property; and
- Assist in dealing with claims and litigation to contracts and procurement.
- Make sure that the procurement files receive necessary approvals in accordance with the requirements of the grant agreement and procurement plan
- Ensure the inclusion in the agenda of the committee stage of the evaluation process of procurement (opening of bids, evaluations and assignments);
- Ensure the confidentiality of reports evaluating bids up to the award of contracts;
- Make sure that the unsuccessful bidders receive the necessary information immediately after the decision to award of contracts;
- Reporting practices contrary to good governance in the process including cases of influence peddling, conflict of interest or insider trading;
- Ensure that the procedures outlined in the agreement are respected at all stages of the procurement of goods and services;
- Participate as external expert to the committee of Project Management Team meetings; and
- Carry out any other duties as may be delegated by the Project Coordinator
Requirements
Qualification and Experience
Education
- A Masters degree in procurement, supply chain management, administration, law or any other relevant field;
- Professional qualification such as CIPS or equivalent;
- Post graduate training in procurement or related subject, or equivalent by experience
Professional Certification
Membership to a relevant professional body such as CIPS or equivalent.
Specialised knowledge
- Specific knowledge and experience in World Bank and SADC procurement procedures;
- Demonstrated experience in using STEP system
- Good knowledge of standard procurement methods and procedures following UNCITRAL model law.
- Computer literacy and competence, Microsoft Word, Excel, Access, Power Point; and working knowledge of procurement systems
- Fluency in written and spoken English. Knowledge of Portuguese and French would be an added advantage.
Experience
Minimum Eight (8) years relevant working experience, of which three (3) years continuous experience is in procurement management, preferably in a regional/international organisation;
Skills Requirements
- Excellent analytical skills and report writing.
- Excellent planning, organising and writing skills;
- Strong management skills, particularly ability to provide strategic direction and technical supervision;
- Excellent communication skills, ability to work in multicultural environments, and ease in interpersonal relationships;
- Reliable and responsible personality and capacity to work under demanding professional circumstances and in an international environment;
- Excellent coordination and negotiation skills;
- Excellent organizational and recordkeeping skills;
- Experience in dealing with senior business executives and government officials; and
- Good team player while being independent and able to work autonomously.
Competency Requirements
- Capable of maintaining quality whilst working under pressure and adhering to deadlines
- Customer focused
- Decisive
- Organisational awareness with an understanding of how to engage the organisation to get things done
- Maintain confidentiality and is respectful of sensitive situations
- Professionalism and adherence to good work ethics
- Resilience and personal drive, self-motivation
- Results and performance driven