The SADC Secretariat invites suitably qualified, experienced, innovative, result oriented and self-driven individuals who are citizens of SADC to apply for the following positions tenable at SADC Secretariat Headquarters.
| Location | Botswana |
| Introduction | The Southern Africa Development Community Secretariat (SADC) is seeking to recruit highly motivated and experienced professionals who are citizens of Member States of the SADC to fill the following regional positions to its Organization Structure. Purpose of the Job •Responsible to undertake the procurement for goods and services in accordance with acceptable procurement guidelines, regulations standards and procedures •Efficiently undertake the procurement process whilst ensuring fiduciary and quality controls, economy, efficiency, transparency, fairness, accountability/ethical standards and promotion of competition •Supervise the work of a team falling under this position |
| Job Functions | Procurement |
| Industries | Regional Development |
| Specification | Duties and Responsibilities; General Procurement •Carry out procurement in accordance with approved policy, regulations and process •Participate in the formulation / revision of procurement strategy, policy,procedures and regulations, and plans •Review the eligibility, qualification, evaluation and award criteria for compliance with the procurement procedures •Participate in the end to end tender process oAdvertise the procurement processes oPrepare the solicitation documents oCommunicate and issue tender clarifications to applicants / bidders oNotify bidders and applicants on the outcome of the evaluation processes oFormulate supplier service agreements •Agree on turnaround time in procurement with suppliers •Establish and Maintain a Procurement and Contract Monitoring System •Validate orders received and outstanding stock orders, analyse and reconcile reorder requests; liaise with appointed suppliers / service providers to ensure the timely and accurate completion of orders; and administer contract performance •Monitor and evaluate performance of suppliers based on end user satisfaction •Check and advise parties on their adherence with the contractual obligations •Provide the adequate procurement support to Defender in the appeal processes •Process purchase requisitions / orders within purchasing authority •Liaise with Finance for payment of suppliers •Liaise with and draft any official correspondence with contractors/suppliers •Manage relationship with suppliers with a view to building win-win partnerships and relationships to ensure stock availability and continuity of services •Draft Addenda/variation order to contracts/purchase order •Prepare and consolidate annual estimates for goods and services and, develop and maintain standard stock lists •Register and deregister the suppliers; maintain a Database of Approved Suppliers, Vet and accredit all Suppliers •Advise award, modification, renewal and/or termination of contracts •Prepare and maintain procurement records, and compile procurement reports and submit to the Senior Procurement Officer •Supervise physical stocktaking and inventory control •Monitor stock flows and discrepancies, and prepare report for Senior Procurement Officer •Conduct prior and post-reviews on sample procurement contracts executed outside of Procurement unit •Verify that all procurement cases subject to the Senior Officer Administration clearance are properly prepared and presented, and collaborate with the latter to ensure consistency in the procurement approach across the Secretariat Procurement of travel services •Manage framework contracts for travel •Serve as the point of contact for customers with the travel management company •Liaise with appointed travel providers to ensure timely and accurate order completion •Liaise with Finance for payment of appointed travel providers as per framework contract agreement •Maintain effective relationships with appointed travel providers, achieving the best possible price, quality, service and terms •Provide consular services to staff travelling abroad; facilitate the process of applying for and obtaining exemption certificates and diplomatic identification for SADC Secretariat •Monitor compliance with contract agreements, evaluate and report on the performance of the travel management company •Compile regular procurement reports and submit to the Senior Procurement Officer; communicate with him/her any issues so that timely remedial measures can be taken •Monitor competitive terms, conditions and contracting practices by suppliers, and build a database of potential suppliers; use the intelligence gathered to propose any changes that can be made to existing contracts when these are renewed / renegotiated by the Senior Procurement Officer •Undertake all paperwork required for contract close-out, extension or renewal Supervision •Prepare work plan, schedule work, allocate and delegate tasks to subordinates •Supervise the subordinates and their work, and appraise their job performance •Provide advice and guidance as and when required to subordinates •Provide quality services as per service level agreements •Consult with the Head of Unit on any staff related issues •Provide inputs to the annual budget estimation for the unit •Prepare regular progress reports for the Head of Unit, as and when required •Research and adopt best practices in own area of work, and maintain high level of knowledge in order to effectively undertake the duties of the post •Undertake any other duties as delegated by the Senior Officer |
| Requirements | Position Requirements Qualifications •At least a degree in a relevant discipline (e.g. Engineering, Law, Procurement, Finance, Business or Commerce) from a recognised institution Specialised Knowledge •Seasoned knowledge and specialized command of all major facets of procurement policies and practices as applied across a wide range of technical sectors •Proficient in the use of computers and computer software relevant to the position Professional Certification •Certificate in procurement management Experience •At least 7-10 years of experience as Procurement Specialist or responsibilities with a substantial content in directing large-scale and complex procurement activities •Experience in donor funded procurements (EU, World bank and African Development Bank) Skills Requirements •Communication and presentation skills •Interpersonal skills •Mentoring and coaching skills •Negotiation, networking and relationship building skills •Organisational skills (planning, budgeting, time management, work prioritisation) •Research, analytical and problem-solving skills •Supervisory skills Competency Requirement •Apply interpersonal styles/methods to develop and motivate staff •Capable of maintaining quality whilst working under pressure and adhering to deadlines •Capacity to motivate and influence people positively and creates a climate where •people want to do their best •Conceptual and practical thinking •Customer focused •Decisive •Demonstrate ability to work independently and largely unsupervised •Maintain confidentiality and respectful of sensitive situations •Methodical and organised, with a high level of attention to details •Organisational awareness with an understanding of how to engage the organisation to get things done •Professionalism and adherence to good work ethics •Question conventional approaches and encourage new ideas and innovations for progress •Resilience and personal drive, self-motivation •Results and performance driven •Team player |
| Job Closing Date | 03/05/2019 |
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