Ministry of Law and Justice
External Circular No. 6 of 2025
Ref: LCA/CIR/4
Applications are invited from suitably qualified local candidates for the following vacant position tenable at the Ministry of Law and Justice.
DEPARTMENT: Administration – Law
TITLE: Senior Procurement Officer
RESPONSIBLE TO: Procurement Manager
MAIN PURPOSE OF THE ROLE
To manage effectively the procurement of goods, works, and services for use by the organization 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 the 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 activities within his/her sphere of procurement activity and responsibility to show progress on the action plan.
1.4 Finalizes and issues invitation-to-tender documents to facilitate the evaluation process.
1.5 With the approval of the Procurement Manager, negotiates contracts, keeping within budgetary limitations to achieve value for money.
1.6 Finalizes 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 control.
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, Financial Management and Accountability Act, and Procurement Regulations to ensure compliance.
3.2 Ensures that Procurement Unit staff understand their job descriptions and responsibilities through induction.
3.3 Develops the Procurement Unit training plan for staff development and submits it to the Procurement Manager for approval.
3.4 Organizes training and provides coaching for staff under his/her control to improve performance.
3.5 Approves individual work plans for staff under his/her management for effective performance monitoring.
3.6 Approves individual teamwork assignments and performance objectives with staff under his/her control to achieve set objectives.
4.0 Facilitation of the Procuring Process
4.1 Reviews 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 database of prices of goods, works, and services identified in the Annual Procurement Plan.
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 maintained and discusses defects with user divisions with a view to rectification by suppliers and other remedial actions.
5.0 Disposal of Unserviceable, Obsolete, and Surplus Stores/Asset Items
5.1 Gathers information and completes standardized disposal forms for submission to the Procurement Manager.
5.2 Coordinates the establishment of the evaluation committee to assess disposal bids.
JOB SPECIFICATION
Education and Experience
- Master’s Degree in Purchasing and Supply Chain Management with at least two (2) years’ working experience as a Procurement Officer.
OR - Honors Degree in Business Management/Administration/BA (Economics)/BCom Management/Marketing with at least three (3) years’ working experience in Procurement at the level of Procurement Officer, plus an Advanced Diploma in Purchasing and Supply.
OR - Bachelor’s Degree in Purchasing and Supply with at least four (4) years’ working experience as a Procurement Officer.
OR - Bachelor’s Degree in Business Management/Administration/BA (Economics)/BCom Management/Marketing plus an Advanced Diploma in Purchasing and Supply with at least five (5) years’ working experience in Procurement 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, Procurement Manual, Procurement Process Operating Instructions, and guidance as may be issued.
- Ability to interpret and apply procurement standards and procedures, stock procedures, and control.
- Report writing skills to inform decision-making.
- Ability to understand procurement and project-related risk and apply appropriate risk management.
- Proficiency in relevant software packages (Pastel V6, PowerPoint, MS Office, Word, Excel).
- Ability to identify trends and provide insights to the Procurement Manager.
- Numerical and analytical skills.
- Sound decision-making skills and ability to act promptly with sound judgment.
- Problem-solving skills.
- Service-oriented mindset, meeting the highest expectations of user divisions.
- Knowledge of accounting standards and principles.
- Teamwork and knowledge-sharing ability.
- Coaching and staff development skills.
- Leadership and delegation skills.
- Influencing and communication skills with all levels of management.
- Ability to stimulate productivity and achieve corporate goals.
RESPONSIBILITY
- For the Work of Others: Ensures adherence to policy guidelines and procedures.
- For Resources Controlled: Responsible for controlling expenditure and maintaining a database of government assets.
- For Safety of Others: Minimal, but requires accurate calculations and enforcement of relevant legislation.
- For Effects of Errors: Requires concentration, accuracy, and strict adherence to legislation and guidance to avoid costly errors.
COMPLEXITY
- Decision-Making: Required to make decisions on daily activities of the Procurement Unit and approve annual work plans.
- Problem Solving: Expected to resolve procurement-related issues and handle complaints from staff and the business community in line with regulations.
- Supervision Received: Accountable to the Procurement Manager, guided by the Lesotho Constitution, Public Service Act, and Procurement Regulations (2007).
- Change Management: Expected to champion, inspire, and deliver change and continuous improvement.
- Knowledge Management: Ensures proper recording, sharing, and utilization of procurement knowledge and information.
- Dexterity: Requires strong numerical and analytical ability.
- Contacts: Maintains professional contacts with procurement staff in other organizations, PPAD, Accountant General, Audit authorities, financial institutions, business community, and the public.
EFFORT
- Mental Effort: High, due to complexities of modern procurement and analysis of figures.
- Physical Effort: Minimal.
- Emotional Effort: Involves managing conflicts among staff, the business community, and the public, and knowing when to escalate issues.
Application Guidelines
Applications should be made on the relevant forms:
- G.P. 103 for job seekers.
- G.P. 104 for serving officers.
Applications must include:
- Certified copies of educational certificates and transcripts.
- Certified copy of National Identity Document (ID).
Addressed to:
The Principal Secretary
Ministry of Law and Justice
P.O. Box 33
Maseru 100
OR
Hand deliver to one of the following:
- Law Office: Human Resources Office, Qhobosheaneng Office Complex, Phase 1, Room 065B
- Justice Office: Human Resources Office, Old Justice Building, Parliamentary Road (Opposite Tourist Board and DCEO)
- Government Printing: Human Resources Office, Industrial Area Station
Closing Date: 26th September 2025