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.