Senior Procurement Officer

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Applications are  invited  from  suitably qualified  local candidates for the following positions that are tenable in the Ministry of Agriculture and Food Security.

MINISTRY : AGRICULTURE AND FOOD SECURITY

DEPARTMENT : ADMINISTRATION

TITLE : SENIOR PROCUREMENT OFFICER

GRADE : H

RESPONSIBLE TO : PROCUREMENT MANAGER

Purpose of the Role:

To manage effectively procurement of goods, works and services for use by the organisation in accordance with existing Rules and Regulations.

Key tasks and responsibilities:

1.0     OVERALL  ADMINISTRATION  OF  THE  PROCUREMENT UNIT ACTIVITIES

1.1     Attends divisional meetings to review progress of planned operations of the Unit.

1.2     Ensures  that  procurement  of  goods,  works  and services  is  carried  out  in  accordance  with  the approved Annual Procurement Plan to achieve value for money.

1.3     Submits   monthly   reports   to   the   Procurement Manager  on  the  activities  of  his/her  sphere  of procurement  activity  and  responsibility  to  show progress on the action plan.

1.4     Finalises and issues invitation to tender documents to facilitate evaluation process.

1.5     With  the  approval  of  the  Procurement  Manager, negotiates   contracts,   keeping   within   budgetary limitations to achieve value for money.

1.6     Finalises contract documents and submits them to the Procurement Manager for approval.

2.0     MONITORING    COMPLIANCE    WITH    PROCUREMENT LEGAL FRAMEWORK AND CORRUPTION CONTROL

2.1     Ensures     that     requisitions     and     associated documentation are correctly completed and signed by the correct signatories for controls.

2.2     Ensures   that   procurement   is   carried   out   in accordance with existing rules and regulations for transparency and accountability.

2.3     Implements    measures    to    reduce    fraud    and corruption.

2.4     Reports to the Procurement Manager any cases of suspected   or   confirmed   fraud   for   appropriate measures to be taken.

2.5     Supervises seeking of quotations as provided for in the Regulations for price and quality comparison.

3.0     IMPLEMENTATION   OF   STAFF   DEVELOPMENT   AND PERFORMANCE MONITORING POLICIES

3.1     Mentors staff in the Procurement Unit on Public  Service   Rules   and   Regulations   and   Financial

Management     and     Accountability     Act     and procurement regulations so that they are commonly understood and adhered to.

3.2     Ensures that Procurement Unit staff understand what is required of them in respect of their own Job Descriptions through induction for effectiveness.

3.3     Develops the Procurement Unit training plan for staff development  and  submits  it  to  the  Procurement Manager for approval.

3.4     Organises training and provides coaching for the staff   under   his/her   management   control   for improved performance.

3.5     Approves individual work-plans in respect of the staff under his/her management control for an effective performance management.

3.6     Approves specific individual team work assignments / performance objectives with the staff under his/her control in order to achieve the set objectives.

4.0     FACILITATION OF THE PROCURING PROCESS

4.1     Takes  part  in  reviews  of  the  ability  of  potential suppliers to meet the organization’s requirements for design,   performance,   price   and   delivery,   and provides   input   to   the   Government’s   Approved Suppliers List.

4.2     Develops and maintains an up to date data base of prices of goods, works and services identified in the Annual   Procurement   Plan   in   order   to   have information at hand.

4.3     Collects  information  for  the  preparation  of  the Annual Procurement Plan as part of the budget approval process.

4.4     Ensures that a record is kept of all requisitions received and a register of actions taken on them.

4.5     Ensures   that   records   of   costs,   deliveries   and performance are kept and discusses defects with user divisions with a view to rectification by suppliers and other remedial actions.

5.0     DISPOSAL    OF    UNSERVICEBLE,    OBSOLETE    AND SURPLUS STORES/ASSET ITEMS

5.1     Gathers  information  and  completes  standardized disposal   form   for   submission   to   Procurement Manager.

5.2     Coordinates  the  establishment  of  the  evaluation committee in order to assess disposal bids.

JOB SPECIFICATION

Education and Experience

Master’s   degree   in  Business   Administration/Management,  Public Administration and Economics with at least 2 years working experience in procurement work at the level of Procurement Officer plus CIPS Advanced Diploma in Purchasing and Supply.

OR

Bachelor’s degree in Business Administration/Management, Public Administration  and  Economics  plus  CIPS  Advanced  Diploma  in Purchasing and Supply with at least 4 years working experience in procurement work at the level of 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:

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.

•    Ability  to understand and interpret generally accepted procurement standards and procedures/ stock procedures and control.

•    Ability to write reports in order to inform decision-making.

•    Ability to understand 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 identify trends and to bring to the attention of the Procurement   Manager   their   potential   for   future   for development.

•    Ability to understand and handle figures.

•    Ability to make informed decisions readily and confidently.

•    Ability to use judgment in taking action and applying corrective measures when the situation demands.

•    Ability to identify and solve problems.

•    Ability or potential to focus on and achieve the standards of  service  that  meet  the  highest  expectations  of  user divisions.

•    Ability  to  act  in  accordance  with  generally  accepted accounting standards and principles.

•    Ability to work with others and share experiences and solutions.

•   Ability to appreciate people’s developmental needs and to effectively implement and support development initiatives.

•   Ability to keep a team informed on matters arising.

•   Ability to successfully assign appropriate tasks or activities  to subordinates.

•   Ability to influence the way others work and be confident enough to liaise with all levels of management.

•   Ability to work with others harnessing different skills,  experience or perspective to achieve shared commitment to solutions and work assignments/targets.

•   Ability to exercise objectivity, and give direction and role clarity    in    stimulating    others    to    perform    towards productivity and achievement of corporate goals.

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 and visits to firms’ premises.

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 as well as approving annual work plans for the Unit’s staff.

Problem solving

The task requires proven skills and ability to solve problems or to seek guidance from the Procurement Manager or other senior staff as appropriate. The incumbent must be able to handle or seek guidance on a range of procurement related and other problems. The incumbent must be able to deal effectively, and in accordance with the Regulations, with queries, complaints and appeals from the business community.

There is also a requirement to handle and solve, or to seek guidance, on the problems of staff within his/her management control.

Supervision received

The incumbent is accountable to the Procurement Manager and is guided by the Lesotho constitution, 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 and with PPAD, the Office of the Accountant General, the Audit authorities, banking and financial institutions, 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 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 work-related  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 Procurement Manager or other senior staff as appropriate.

Unfavourable working conditions

This is considered minimal.

Hazards

This is considered minimal.

Applications  on  relevant  forms,  (obtainable  from  the Ministry of Agriculture & Food Security), GP 104 for serving   officers   and   GP 103   for   job   seekers   duly accompanied    by    certified    copies    of    educational certificates, transcripts, National Identity Document and up-to-date   performance  appraisal   forms   for   serving officers.

All applications must be addressed to:

The Director of Human Resources

Ministry of Agriculture & Food Security P.O. Box 24

Maseru – 100

Not later than the 20TH December, 2021 before 12:00 noon.

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