Procurement Officer

POSITION TITLE:

Procurement Officer

(Contract Position)

POSITION GRADE:

Grade 3

DEPARTMENT:

Procurement

REPORTS TO (JOB TITLE):

The position reports to:

A. POSITION PURPOSE:

The Procurement Officer is responsible for leading the Estate Management and Business Development Company Limited (EMBD)’s total procurement and disposal of public property efforts, in a manner designed to achieve the objectives of the Public Procurement and Disposal of Public Property Act 2015, as amended.

B. MAJOR DUTIES & RESPONSIBILITIES:

Category

Functions/ Tasks

% of Time Spent on each Category

Procurement Planning

• Analyses EMBD’s mandate and budget and assesses its procurement portfolio within this context.
• Analyses annual expenditure and determines spend categories for goods, works and services.
• In conjunction with the requesting Manager, assesses procurement risks and makes necessary adjustments to spend categories.
• Contributes to the framing of the annual budget estimates.
• Compiles the Annual Procurement Plan for the forthcoming year for the Accounting Officer’s approval and onward transmission to the Office of Procurement Regulation (OPR).
• Develops the annual schedule of all planned procurement activities.
• Determines how the management of the procurement portfolio can be optimised including objectives, strategies, organisation, policies and procedures and capabilities that are applied.
• Identifies procurement performance objectives, critical success factors and key performance indicators for measuring performance against plan.
• At the end of the fiscal period, compiles the annual procurement performance report for consideration by the Accounting Officer and onward transmittal to the OPR.
• Ensures that procurement monitoring and management systems efficiently record information required for reporting to the OPR.
• Compiles reports required by the OPR.
• Receives and collates feedback on the operational utility of the approved Handbook and/or special guidelines and recommends improvements to the Chief Executive Officer.

Procurement Management

• Manages the procurement function in accordance with the Approved Annual Procurement Plan.
• Develops and maintains an efficient filing system that ensures that procurement, disposal and contract management records are maintained and are readily available, including to Internal Audit and to the OPR.
• Develops standard procurement documents.
• Refines internal policies and procedures to improve integrity, efficiency and effectiveness, in consultation with stakeholders and staff.
• Networks with ‘named’ procurement officers from other entities to identify and share practice improvements.
• Obtains and evaluates regular feedback from stakeholders, clients and staff, and analyses data derived from procurement monitoring systems to improve management of the function.
• Develops category level procurement strategies including those involving collaboration with other public entities.
• Receives procurement requests from the requisitioning Managers and assigns requests to procurement staff.
• Manages the receipt of bids, bid opening and evaluation processes.
• Appoints the evaluation committee for relevant bid rounds.
• Carries out all necessary procurement activities which also includes advertising, pre-qualifications of contracts, tender and bidding process.
• Reviews the file for completeness and forwards to the Procurement and Disposal Advisory Committee for review.
• Issues notice of Standstill Period to bidders and ensures that the Standstill Period is observed.
• Prepares monthly management reports.
• Reviews and comments on contracts drafted by the Legal Department.
• Collates data on contract delivery and associated progress payments for the purpose of reporting to the OPR.

Work Relationship with Management

• Assesses training needs of Departments engaged in the procurement process.
• Monitors, supports, coaches, guides and reviews reports and recommendations from Department Heads.
• Ensures that all relevant Managers and Staff are knowledgeable of the procurement process since it impacts on the Procurement Department.

C. OTHER DUTIES & RESPONSIBILITIES:

The duties and responsibilities as outlined, are intended to describe the general nature and level of work to be performed by you. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

% of Time spent on activity

Performs such tasks as may be required for the smooth operation of the department and organisation.

When needed

INDIVIDUAL SAFETY RESPONSIBILITY:

It is the responsibility of each employee to protect oneself as well as fellow employees from injury. Work shall be conducted according to established safe practices and procedures. Please refer to EMBD’s Environmental, Health and Safety Policies.

Represents the Procurement Department.

When needed

D. QUALIFICATIONS, EXPERIENCE, BEHAVIOURAL AND TECHNICAL COMPETENCIES:                                                           

Qualifications: Minimum

• Bachelor’s Degree in Business Management, Procurement Management, Chartered Institute of Purchasing and Supply (CIPS), Public Sector Management, Finance, Law or related to Purchasing/Procurement.
• Training and/or professional qualifications in Procurement related courses such as Chartered Institute of Purchasing and Supply (CIPS) Advanced Diploma Level 5 or International Diploma in Supply Chain Management from an accredited institution.

Experience: Desired

• Three (3) to six (6) years’ experience in a procurement position or related experience.
• Experience in Public Sector/State Enterprise in a procurement position and training from the Office of the Procurement Regulator (OPR) will be considered an asset.

Behavioural Competencies: Desired

• Excellent written and oral communication skills, strong organizational skills and ability to prioritize to meet deadlines.
• Ability to think strategically and commercially.
• Ability to “sell” procurement’s value, and to run procurement like a well-run professional services business.

Technical Competencies: Desired

• Extensive knowledge of procurement methods and procedures, laws, rules and regulations governing public procurement and the purchasing of items from local and foreign sources with specific emphasis on the Public Procurement and Disposal of Public Property Act 2015, as amended.
• Understanding the entire procurement process, such as developing and issuing of bidding documents, tenders procedures, evaluation of bids, negotiation and monitoring of contracts.