POSITION DETAILS
- Department: Administration
- Title: Procurement Officer
- Reports To: Senior Procurement Officer
PURPOSE OF THE ROLE
To implement policies relating to the procurement of goods, works, and services for use by the organisation.
KEY TASKS AND RESPONSIBILITIES
1. Administration of the Procurement Unit Activities
- Implements procurement in line with the Regulations, the Procurement Manual, the Procurement Process Operating Instructions, and other instructions and guidance that may be issued from time to time.
- Consolidates procurement documents to ensure 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.
- Carries out the day-to-day administration of the Procurement Unit for effective running of the Unit.
2. Implementation of Procurement Legal Framework and Corruption Control Measures
- Makes necessary checks and avails information pertaining to procurement transactions in order to reduce fraud and corruption.
- Reports to the Senior Procurement Officer any cases of suspected or confirmed fraud for appropriate action to be taken.
- Carries out an initial scrutiny of requisitions received by the Procurement Unit to ensure that they are completed and signed correctly.
- 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. Disposal of Unserviceable, Obsolete, and Surplus Stores / Asset Items
- Coordinates the establishment of the Inspection Team for processing the disposal of stores/assets.
- Assesses the condition of the stores/assets and sets reserve values together with the Inspection Team to determine their disposability.
- Prepares reports on the condition of the stores/assets and proposed reserve prices to achieve value for money.
4. Facilitation of the Procuring Process
- Prepares the initial draft of invitation-to-tender documents, including draft contracts, and submits them to the Senior Procurement Officer for approval and issue.
- Ensures that invitation-to-tender packages are complete and issued simultaneously to all potential tenderers to ensure fairness.
- Prepares advertisements and notices of contract award for the Government Contracts Bulletin and ensures submission in accordance with timelines prescribed in the Regulations.
- Ensures that any appeal against procurement decisions is immediately brought to the attention of senior management for handling within the prescribed timescales.
5. Supervision of Junior Staff and Stores Operations
- Counter-checks stock invoices before they are forwarded for payment to ensure accuracy.
- Maintains file records of stock prices, suppliers’ lists, specifications, catalogues, and other information for accountability.
- Obtains quotations for goods and services after approval for procurement has been granted for price comparison.
- Supervises junior staff and monitors stock levels and turnover, taking appropriate action to manage situations effectively.
- Supervises the input of data into inventory module systems, ensuring all transactions are correctly posted daily, and arranges periodic stock-taking.
- Conducts periodic checks of stock to ensure correct placement and reconciliation with bin and ledger cards.
- Provides adequate security and ensures physical facilities comply with relevant legislation, safety codes, and instructions.
- Ensures staff under his/her management control are aware of health and safety considerations relating to their activities.
JOB SPECIFICATION
Education and Experience
- 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 an Assistant Procurement Officer;
OR - Bachelor’s Degree in Business Management / Administration / BABE / BCOM Management / Marketing plus a Foundation Diploma in Purchasing and Supply with at least three (3) years’ working experience at the level of Assistant Procurement Officer;
OR - Advanced Certificate in Purchasing and Supply with at least four (4) years’ working experience at the level of Assistant Procurement Officer.
Membership of a relevant professional body in procurement and supply chain management will be an added advantage.
Other Relevant Knowledge
- Knowledge of the Public Service Rules and Regulations.
- Knowledge of Financial and Procurement Regulations.
CORE COMPETENCIES
- Ability to understand and implement Regulations, the Procurement Manual, and Procurement Process Operating Instructions applicable to the role.
- Ability to draft documents, including contractual documents.
- Ability to understand procurement and project-related risks and how to manage them.
- Ability to use relevant software packages (Pastel-V6, PowerPoint, MS Office, Word, Excel).
- Ability to understand and handle figures.
- Ability to interpret generally accepted procurement standards and stock control procedures.
- Ability to work within prescribed timescales.
- Ability to write reports to inform decision-making.
- Ability to make informed decisions and apply judgment and corrective measures when required.
- Ability to know when to seek advice from senior management.
- Ability to focus on and achieve service standards that meet user division expectations.
- Ability to work collaboratively to achieve shared commitments and targets.
- Ability to adjust priorities and manage time effectively in a fast-paced environment.
- Ability to organise and manage significant amounts of paperwork and maintain structured filing systems.
- Ability to communicate clearly, concisely, and effectively, and to listen attentively.
RESPONSIBILITY
For the Work of Others
- Responsible for ensuring that policy guidelines and procedures are adhered to.
For Resources Controlled
- Responsible for control of expenditure and maintenance of a database of government assets.
For Safety of Others
- Minimal, but must be considered alongside accurate calculations and firm enforcement of legislation and procedures.
Effect of Errors
- Requires considerable concentration, accurate calculations, and strict enforcement of relevant legislation and instructions.
COMPLEXITY
Decision-Making
- Requires proven ability to make decisions concerning daily activities of the Procurement Unit and approval of annual work plans.
Problem Solving
- Requires ability to solve procurement-related problems or seek guidance as appropriate, handle queries, complaints, and appeals, and manage staff-related issues within regulatory frameworks.
SUPERVISION RECEIVED
- Accountable to the Procurement Manager and guided by the Lesotho Constitution, Public Service Act, associated regulations, and the Public Procurement Regulations, 2007.
CHANGE MANAGEMENT
- Requires ability to champion, inspire, and deliver continuous improvement in a results-focused environment.
KNOWLEDGE MANAGEMENT
- Responsible for ensuring that knowledge and information are recorded, shared, and utilised for organisational benefit.
DEXTERITY
- Requires dexterity in understanding and handling figures.
CONTACTS
- Maintains regular professional contact with procurement staff in other organisations, PPAD, the Office of the Accountant General, audit authorities, financial institutions, the business community, and the public.
EFFORT
Mental Effort
- Very high mental effort required due to the complexity of modern-day procurement, analysis of figures, and conflict prevention and resolution.
Physical Effort
- Minimal.
Emotional Effort
- Required to prevent and resolve work-related problems involving staff and the business community, and to seek guidance from senior staff when necessary.
APPLICATION INSTRUCTIONS
Applications on relevant forms:
- G.P. 103 – for job seekers
- G.P. 104 – for serving officers
Applications must be accompanied by certified copies of:
- Educational certificates
- Transcripts
- National Identity Document (ID)
Applications should be addressed to:
The Principal Secretary
Ministry of Law and Justice
P.O. Box 33
MASERU 100
OR
Be hand delivered to:
Human Resource Office, Justice Administration Headquarters
OR
Qhobosheaneng Office Complex
Phase I, Room 065 B
Please note: All applications must be accompanied by a certified copy of a national ID.
Closing Date: Not later than 12th February 2026