DEPARTMENT : ADMINISTRATION
JOB TITLE : PROCUREMENT OFFICER
GRADE : G
NO. OF POSITIONS : ONE (1)
RESPONSIBLE TO : SENIOR PROCUREMENT OFFICER
JOB SUMMARY
Under the general supervision of the Senior Procurement Officer, the incumbent is responsible for implementing policies relating to the procurement of goods, works and services for use by the organisation.
KEY TASKS AND RESPONSIBILITIES:
1.0 Administration of the Procurement Unit Activities
1.1 Implements procurement in line with the Regulations, the Procurement Manual, the Procurement Process Operating Instructions and other instructions and guidance as may be issued from time to time.
1.2 Consolidates procurement documents so that procurement of goods, works and services is carried out according to the terms and conditions set out in the Annual Procurement Plan to achieve value for money.
1.3 Carries out the day to day administration of the Procurement Unit for effective running of the Unit.
2.0 Implementation of Procurement Legal Framework and Corruption Control Measures.
2.1 Makes necessary checks and avail information pertaining to procurement transactions in order to reduce fraud and corruption.
2.2 Reports to the Senior Procurement Officer any cases of suspected or confirmed fraud for appropriate action to be taken.
2.3 Carries out an initial scrutiny of requisitions received by the Procurement Unit to ensure that they are completed and signed correctly.
2.4 Liaises with user divisions to rectify any errors or omissions and refers to the Senior Procurement Officer any issues he/she is unable to resolve.
3.0 Disposal of Unserviceable, Obsolete and Surplus Stores/Asset
Items
3.1 Coordinates the establishment of the Inspection team for processing the disposal of stores/assets.
3.2 Assesses the condition of the stores/assets and sets reserve values
together with the Inspection team to determine their disposability.
4.0 Facilitation of the Procuring Process
4.1 Prepares the initial draft of the invitation to tender documents including the draft contract and submits these to the Senior Procurement Officer for approval and issue.
4.2 Ensures that invitations to tender packages are complete and issued at the same time to all potential tenderers for fairness.
4.3 Prepares advertisements and notices of contract award for the Government’s Contracts Bulletin and ensures these are submitted in accordance with the timescales laid down in the Regulations.
4.4 Ensures that any appeal to the Procurement Unit against procurement decisions is brought immediately to the attention of senior management so that it may be handled within the timescale laid down in the Regulations.
5.0 Supervision of Junior Staff and Stores Operations
5.1 Counter-checks stock invoices before they are forwarded for payment for accuracy.
5.2 Maintains file records of stock prices, s;_ippliers list, specifications,
catalogues and other information for accountability.
5.3 Obtains quotations for goods and services after approval for procurement has been obtained for price comparison.
5.4 Supervises junior staff and monitors stocks and turnover of items and acts accordingly, to manage the situation effectively.
5.5 Supervises the input of data into the inventory module systems by ensuring that all transactions are correctly posted on daily basis, and arranges periodic stock taking.
5.6 Conducts periodic checks of stores to ensure that stocks are well placed and tallying with information on the bin and ledger cards.
5.7 Provides adequate security and ensures that physical facilities comply with relevant legislation, safety codes and other instructions and guidance.
5.8 Ensures that staff under his/her management control is aware of the health and safety considerations relating to their activity.
JOB SPECIFICATIONS
Education and Experience
Master’s Degree in Business Administration/Management, Public Administration and Economics.
OR
Bachelor’s Degree in Business Administration/Management, Public Administration and Economics plus CIPS Foundation Diploma / Advanced
Certificate with at least two (2) years working experience in public procurement at the level of Assistant Procurement Officer.
Membership of any relevant professional body in procurement and supply chain management shall be an added advantage.
Other Relevant Knowledge
1. Knowledge of the Public Service Rules and Regulations.
2. Knowledge of Financial and Procurement Regulations.
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 and as apply to his/her area of responsibility.
• Ability to draft documents including contractual ones.
• Ability to understand the principles of procurement and project related risk and how to manage it.
• Ability to use relevant software packages (Pastel-V6, Power Point, MS Office, Word and Excel).
• Ability to understand and handle figures.
• Ability to understand and interpret generally accepted procurement standards and procedures/ stock procedures and control.
• Ability to work within prescribed timescales.
• Ability to write reports to inform decision-making.
• Ability to make informed decisions and to use judgment in taking action and applying corrective measures when the situation demands.
• Ability to know when to seek advice from senior management.
• Ability or potential to focus on and achieve the standards of service that meet the highest expectations of user divisions.
• Ability to work with others to achieve a shared commitment to solutions and work assignments/targets.
• Ability to adjust priorities and manage time wisely in a fast-paced environment.
• Ability to organise significant amounts of paperwork and to maintain properly structured registered files.
• Ability to communicate in a clear, concise, understandable manner and to listen attentively to others.
RESPONSIBILITY
For the work of others
The task requires responsibility for ensuring that policy guidelines and procedures are adhered to.
For resources controlled
The task requires great responsibility for control of expenditure and 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.
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 proven ability to make decisions concerning the day to day activities of the Procurement Unit and the tasks and responsibilities of the incumbent.
Problem solving
The task requires proven skills and ability to solve problems and complaints from, amongst others, user divisions and the business community. The incumbent must be able to handle, or seek guidance on a range of procurement related and other problems.
Supervision received
The incumbent is accountable to the Senior Procurement Officer and is guided by the Constitution of Lesotho, Public Service Act and associated regulations and the 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 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, the Audit authorities, the business community and the public.
Mental effort
The job requires very high mental effort in respect of the complexities of modern-day procurement, when drafting contractual documents, 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 prevent and, if necessary resolve workrelated problems amongst those staff members in his/her management control as well as the business community and the public. The incumbent must recognise when he/she needs to seek advice from the Senior Procurement Officer or other senior staff as appropriate.
Unfavourable working conditions
This is considered minimal.
Hazards
This is considered minimal. However, there are potential hazards in the stores environment and the incumbent must be aware of these hazards and take the appropriate action to minimise risk to his/her self and to others.
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.