Procurement Officer

MAJOR DUTIES & RESPONSIBILITIES:

Category

Functions/ Tasks

Operational

Tender Process:

• Prepares and issues in consultation with the Manager, Legal and relevant line managers, Requests for Proposals (RFPs) and/or Requests for Quotations (RFQs) and tender documents for specific/major projects
• Review and evaluate, tender documents and bid proposals; drafts reports/recommendations for approval in accordance with the approved policies and procedures governing the tendering process

Pre-Qualification of Vendors:

• Prepare pre-qualification documents and evaluation criteria for review and approval
• Evaluate tenders from all bidders and generate an initial list of pre-qualified vendors for review and approval
• Maintain an active list of approved prequalified vendors based on the qualifications, experience and expertise required as well as their performance track record throughout existing and past contracts
• Maintain and build vendor relationships by using supplier relationship management best practices throughout negotiation, contracting, onboarding and renewal
• Review and amend (as required) procurement and disposal policies, manuals and databases

Reporting

• Updates and maintains the public procurement database of the company which is linked to the centralised database of the Office of Procurement Regulation

People

• Provide advice, guidance and training on matters regarding the application of procurement legislation, policies, procedures, guidelines and regulations

Strategic

• Prepare and implement the approved Annual Procurement and Disposal Plan, programs and projects to support the overall strategic objectives
• Assist the company’s Chief Risk Officer to identify risks and develop and implement appropriate mitigation strategies/plans to minimize the impact on the company’s operations

Knowledge and Skills

• Sound knowledge and the ability to interpret and provide appropriate advice on the Public Procurement and Disposal of Public Property Act, Regulations and associated OPR Handbooks and Guidelines
• Sound knowledge of the principles, practices, methods and techniques of procurement and disposal management
• Working knowledge of the mandates of other parts of the organisation
• Substantial planning, organisational, investigative, analytical and risk assessment skills
• Substantial solution focused, collaborative approach to problem solving
• Substantial ability to demonstrate completeness, attention in own work and work systematically
• Substantial ability to demonstrate consistent principles, values, behaviour and highly confidential
• Substantial decision-making skills, utilising analysis, wisdom, experience & judgement
• Substantial ability to envision and consider the impact of own actions on wider organisation & within the context of corporate goals
• Ability to communicate clearly and concisely with strong oral communication and written skills in particular preparing reports
• Ability to develop effective relationships internally and externally with contractors to drive results
• Knowledge of negotiation methods and techniques
• Proficient in Microsoft Office Suite with expert proficient in MS Excel