MINISTRY OF EDUCATION AND TRAINING
EXTERNAL CIRCULAR NOTICE No. 12 of 2025
REF: ED/A/31
JOB TITLE: Procurement Officer
GRADE: G
NO. OF POSITIONS: Three (3) Positions
RESPONSIBLE TO: Senior Procurement Officer
JOB SUMMARY
To implement policies relating to the procurement of goods, works and services for use by the organization.
KEY TASKS AND RESPONSIBILITIES
- 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 - Implementation of Procurement Legal Framework and Corruption Control Measures
2.1 Makes necessary checks and avails 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 - 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
3.3 Prepares report of the condition of the stores/assets and proposed reserve process to achieve value for money - 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 contract bulletin and ensures these are submitted in accordance with the timescale 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 - Supervision for 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, suppliers 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 health and safety considerations relating to their activity
JOB SPECIFICATION
Master’s Degree in Purchasing and Supply Chain Management
OR
Master’s Degree in Business Management/Administration/BABE/BCom Management/Marketing
OR
Bachelor’s Degree in Purchasing and Supply with at least two (2) years working experience as Assistant Procurement Officer
OR
Bachelor’s Degree in Business Management/Administration/BABE/BCom Management/Marketing plus Foundation Diploma in Purchasing and Supply with at least three (3) years working experience as Assistant Procurement Officer
OR
Advanced Certificate in Purchasing and Supply with at least four (4) years working experience in 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
• Knowledge of the Public Service Rules and Regulations
• Knowledge of Financial and Procurement Regulations
Core Competencies
• Understand and implement regulations, manuals, and instructions relevant to procurement
• Draft documents, including contracts
• Grasp procurement principles and manage project-related risks
• Use software like Pastel-V6, PowerPoint, MS Office, Word, and Excel
• Handle and interpret figures
• Apply procurement and stock control standards and procedures
• Work within set timescales
• Write reports to support decision-making
• Make informed decisions and apply corrective actions when needed
• Know when to seek advice from senior management
• Focus on delivering high service standards
• Collaborate effectively to meet shared goals
• Adjust priorities and manage time in fast-paced settings
• Organize paperwork and maintain structured files
• Communicate clearly and listen attentively
Responsibility
• Ensure others follow policy guidelines and procedures
• Manage and control assigned resources
• Responsibility for control of expenditure and maintenance of the database of government assets
• For safety of others: This is a minimal factor, but the task requires site visits and visits to firm’s premises
• For effect of errors: The task requires concentration, accurate calculations and enforcement of relevant legislation, instructions and guidance
Complexity
Decision Making: Proven ability to make decisions concerning the day-to-day activities of the Procurement Unit
Problem Solving: Proven skills to solve problems and complaints from users, divisions and the business community
Supervision Received: The task holder is accountable to the Senior Procurement Officer and is guided by the Lesotho Constitution, Public Service Act and associated regulations and the Public Procurement Regulations 2007
Change Management: Ability to champion, inspire and deliver change and continuous improvement
Knowledge Management: Ensuring knowledge and information is recorded, shared and utilized for the benefit of all
Dexterity
Requires dexterity in understanding and handling figures.
Contacts
The post holder will have regular contact with other professionals and members of the public. They will be expected to communicate effectively with colleagues, customers, and external agencies.
Mental Effort
The role requires a high level of mental effort due to the need to concentrate for extended periods, deal with complex information, and make decisions under pressure.
Physical Effort
Minimal physical effort is required. The role involves standard office-based activities such as typing, attending meetings, and occasional travel.
Emotional Effort
The post holder may be required to resolve work-related problems and deal with sensitive issues, which can be emotionally demanding.
Unfavorable Working Conditions
There are minimal unfavorable working conditions. The role is primarily office-based with occasional visits to external sites.
Hazards
Potential hazards include working in a store environment where there may be risks associated with manual handling, slips, trips, and falls.
Applications must be submitted using the relevant forms:
- G.P 104 for serving officers
- G.P 103 for job seekers
Each application must be accompanied by:
- Certified copies of educational certificates
- Certified copy of ID
- Performance appraisal forms (for serving officers)
- Transcripts, diplomas, and other relevant documents
Address applications to:
PRINCIPAL SECRETARY
Ministry of Education and Training
P.O. Box 47
MASERU – 100
Important Note:
The Ministry of Education and Training operates across all ten districts of the country. Applicants should be aware that deployment may occur in any of these districts.
Deadline: Not later than 25th August, 2025