JOB ROLE/ PURPOSE:
To process all procurement requisitions assigned in order to facilitate timeous service delivery with utmost observance of the provisions in the PPDA Act.
1. Refine assigned procurement requisitions for completeness and compliance with the PPDA Act.
a) Cross check the information provided on the requisitions and statements of requirements in relation to specifications, content detail and other required documents.
b) Solicit any additional information needed from end users to support raised requisitions where necessary and print the RPO for their signature
c) Review statements of requirements provided by the end user and determine the appropriate procurement method
d) Advise end users through the immediate supervisor, about the practicability of time lines set for delivery or completion of required goods/services
e) Maintain a database of potential suppliers for various goods, works and service providers in line with national procurement guidelines
f) Confirm with end users the basis of their estimated costs on the procurement requisitions, in order to determine the appropriate procurement method.
g) Provide regulatory guiding principles of the law and explain it to the end users in relation to their procurement requirements
2. Prepare and submit appropriate solicitation documents to Contracts Committee for approval
a) Determine appropriate solicitation documents and applicable evaluation methodology and criteria for CC consideration
b) Compile various appropriate procurement bidding and supportingdocuments for Contracts Committee approval
c) Develop appropriate terms and conditions of the proposed contract in consultation with the end users or technical specialists
d) Develop and submit an agenda and compile submissions to be presented to CC members
e) Provide clarification on approved submissions to the contracts committee where need arises to inform their decision
3. Conduct a bidding process to identify the best service providers as requested by the users
a) Quality assure the approved advert to determine information accuracy according to the required items and provide advertising schedules to the media
b) Issue bidding documents to bidders and respond to any clarifications regarding the documents
c) Receive bids of suppliers and guide the shortlisting process to determine potential service providers.
d) Invite the selected members for the evaluation meeting and capture minutes that will inform the evaluation report
e) Prepare the evaluation report and submit to members of the evaluation committee for signature
4. Coordinate contract processing procedure to ensure compliance with the award decision of contracts committee and terms and conditions of tender.
a) Prepare Local Purchase Orders for approved procurement decisions within the threshold
b) Compile all the documents containing all the applicable approvals and submit to Legal Department for Contract processing.
c) Review the draft Contract to ensure that the main documentation is part of the contract
d) Address issues raised by the suppliers over the draft contract to ensure mutual understanding between all the parties to the Contract.
e) Prepare and issue all letters of intents, other contract forming instruments and ensure that the concerns of both parties to the contract are captured and incorporated in the final contract.
5.Conduct Stakeholder engagement to manage expectations, keep up to date information and to report
a) Conduct engagements with internal stakeholders such as the users, Management and finance
b) Organize engagements with external stakeholders such as suppliers and contractors
c) Conduct stakeholder engagements with other Authorities such as Government, PPDA and other procurement related bodies
a) An honors Bachelors’ degree in Procurement and Supplies/Logistics Management, Commerce, Finance, Accounting or Business Administration (Procurement option)
b) At least 2 year’s practical experience in handling Procurements in a large organization
a) Professional Qualifications in Procurement (CIPS)
b) Training in Contract Management, Public Procurement
c) Experience in procuring ICT solutions
a) Knowledge of PPDA Act, Procurement law and Procedures, Procurement guidelines, Stores operational procedures
SPECIAL SKILLS AND ATTRIBUTES
a) The incumbent possess an impeccable record of integrity
b) S/he must have a strong ability to work as part of and build effective work teams
c) S/he must have strong analytical and conceptual skills
d) The incumbent must have a strong reporting and communication skills
e) S/he mustbe flexible, assertive with good reporting skills
f) The incumbent must be self-driven and result oriented
g) S/he must have basic knowledge of computer applications especially spreadsheets and databases (knowledge of the ERP, MS Office required)