MINISTRY OF LOCAL GOVERNMENT, CHIEFTAINSHIP, HOME AFFAIRS AND POLICE
EXTERNAL CIRCULAR NOTICE NO. 20 OF 2025
Ref: LGS/CIR/2
Applications are invited from suitably qualified local candidates for the following position:
POSITION: Procurement Officer
Department: Local Government Councils
Grade: Not specified
Number of Positions: One (1)
Location: Qacha’s Nek
Responsible To: District Council Secretary
Job Summary
To implement policies relating to the procurement of goods, works, and services for use by the organization.
Key Tasks and Responsibilities
1. 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 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. 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 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 unresolved issues to the Senior Procurement Officer.
3. 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 stores/assets and sets reserve values together with the inspection team to determine their disposability.
3.3 Prepares reports on the condition of stores/assets and proposed reserve prices to achieve value for money.
4. Facilitation of the Procuring Process
4.1 Prepares the initial draft of invitation-to-tender documents, including draft contracts, and submits these to the Senior Procurement Officer for approval and issuance.
4.2 Ensures that invitations-to-tender packages are complete and issued at the same time to all potential bidders for fairness.
4.3 Prepares advertisements and notices of contract awards for the Government’s Contracts Bulletin and ensures these are submitted within the prescribed timelines.
4.4 Ensures that any appeal to the Procurement Unit against procurement decisions is brought immediately to senior management’s attention so that it may be handled within the timescales laid down in the Regulations.
5. Supervision of Junior Staff and Store Operations
5.1 Counter-checks stock invoices before they are forwarded for payment to ensure accuracy.
5.2 Maintains records of stock prices, suppliers’ lists, specifications, catalogues, and other relevant 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 stock turnover, taking corrective measures where necessary.
5.5 Supervises the input of data into the inventory module system by ensuring that all transactions are correctly posted on a daily basis and arranges periodic stocktaking.
5.6 Conducts periodic checks of stores to ensure that stock is placed correctly and tallying with information on bin and ledger cards.
5.7 Provides adequate security and ensures that physical facilities comply with relevant legislation, safety codes, and guidance.
Job Specification
Education and Experience
- Master’s Degree in Social Sciences; OR
- Bachelor’s Degree in Social Sciences plus CIPS Foundation Diploma/Advanced Certificate, and two (2) years of working experience in public procurement at the level of Assistant Procurement Officer; OR
- Diploma in Business Management/Studies or Public Administration plus CIPS Advanced Diploma in Purchasing and Supply Chain Management, and three (3) years of working experience in the public procurement field at the level of Assistant Procurement Officer.
Core Competencies
- Ability to maintain accuracy of inventory received and issued.
- Ability to understand and interpret generally accepted procurement standards and stock control procedures.
- Ability to draft documents, including contractual ones.
- Ability to write reports to inform decision-making.
- Ability to make informed decisions and use sound judgment in taking action and applying corrective measures when required.
- Ability to identify and solve unforeseen problems.
- Commitment to achieving the highest standards of service.
- Ability to work collaboratively with others to achieve shared goals and deliverables.
- Ability to adjust priorities and manage time effectively in a fast-paced environment.
- Ability to maintain accurate records and documentation pertaining to stores.
- Strong written and verbal communication skills.
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 controlling expenditure and maintaining a database for all government assets.
For Safety of Others
This factor is minimal but must be considered in cases such as site visits or visits to firms’ premises.
For Effect of Errors
The task requires concentration, accurate calculations, and strict enforcement of relevant legislation, instructions, and guidance.
Complexity
Decision-Making
The task requires the ability to make decisions concerning the day-to-day activities of the Procurement Unit and related responsibilities.
Problem-Solving
The role requires proven problem-solving skills and the ability to address complaints from user divisions and the business community, seeking guidance where necessary.
Supervision Received
The incumbent reports to the Senior Procurement Officer and is guided by the Lesotho Constitution, Public Service Act, associated regulations, and the Public Procurement Regulations, 2007.
Change Management
The task requires the ability to champion and deliver change and continuous improvement in a results-focused environment.
Knowledge Management
The incumbent ensures that knowledge and information are recorded, shared, and utilized for organizational benefit.
Dexterity
Minimal requirement.
Contacts
The job requires regular contact with line ministries, service providers, District Administrators, internal auditors, the business community, and the public on a daily basis.
Mental Effort
The job requires high mental effort when verifying figures and resolving conflicts between line ministries, the public, and service providers.
Physical Effort
Minimal requirement.
Emotional Effort
The job requires the ability to resolve work-related and public issues effectively.
Applications accompanied by certified copies of educational certificates and transcripts should be handed or delivered to the Human Resources Office, Fourth Floor, Post Office Building, Level 4, not later than 28 November 2025.