Chief Administrative Officer Grade 8 – MINISTRY OF AGRICULTURE, WATER AND LAND REFORM DIRECTORATE GENERAL SERVICES 1198 views

MINISTRY OF AGRICULTURE, WATER AND LAND REFORM
DIRECTORATE GENERAL SERVICES
DIVISION FINANCE
SUBDIVISION PROCUREMENT
SECTION PROVISIONING
Post designation : Chief Administrative Officer Grade 8
1x Post : Windhoek
Scale of Salary : N$220,828 – N$ 263,911
Transport allowance : N$7,680 p. a
Housing allowance : N$13,080 p. a
Minimum Requirements: A B-Degree in Business Administration or Procurement, or Logistic
and Supply Chain Management plus five (5) years’ experience in procurement with at least
one year as a Senior Administrative Officer. Applicants in the Public Service should attach
their confirmation of probation letter as Senior Administrative Officer Grade 10.
Main Duties:
 Responsible to the Control Administrative Officer Secretariat & Compliance Subdivision.
 Carry out procurement activities and support the function of the Procurement
Committee, provide secretarial services in accordance with the Public Procurement Act,
2015 ( Act, 15 of 2015) as follows;
 Responsible for the arrangement of the Procurement Committee meetings
 Ensure that meeting agendas are drafted on time
 Ensure that supporting documents for agenda items are attached and in order
 Ensure that meeting invitation to members are send on time;
 Supervise the work of the Procurement Committee Secretariat during and after the
meeting
 Minutes taking
 Writing of procurement recommendation reports
 Ensure that feedbacks on previous Procurement Committee decisions are obtained on
time and documented;
 Serve as the channel of communication for Procurement Committee decisions to PMU
Support Service Subdivision and User Directorates
 In liaison with the Control Administrative Officer handle complaints by suppliers,
contractors or consultants and draft a report for the Accounting Officer on how they
were or are to be resolved
 In accordance with the Public Procurement Regulations, 8(2)(d) assist in the preparation
of the Ministry Annual Procurement Plan.
 Before the beginning of a financial year draft letters requesting user
 Directorates to submit procurement needs.
 In accordance with the Public Procurement Regulations, 8(5)(a) demand and obtain
from PMU Support Services procurement progress reports of every awarded contract and
submit to the Head of Procurement Management Unit for subsequent tabling in the PC
meeting.
 In accordance with the Public Procurement Regulations, 8(5)(b) responsible for ensuring
that actions are taken against defaulting suppliers, contractors and consultants;
 In liaison with the Control Administrative Officer, remind PMU Support Service to evoke
provision of the Public Procurement Act, 2015 which deals with defaulters’
 Draft letters to Policy Unit and Review Panel for advice or suspension, debarment and
disqualification of defaulting suppliers, contractors and consultants.

In accordance with Chapter 1, item 1.1.2 of the Public Procurement Guidelines, serve a
procurement professional and advice on the availability of procurement source, market
prices and conditions, production, delivery, performance lead times and the best time to
enter the market.
 In accordance with Regulation 8(5)(c), responsible for the procurement quarterly return
report for submission to Policy Unit.
 Ensure the drafting of a list of procurement contracts awarded by the public entity
 Responsible for the Preparation and compilation of the Subdivision Annual Plan and
Quarterly Review
 Approve requisitions and Purchase Order on the Integrated Financial System(IFMS)
 Ensure that staff members’ performance agreements and reviews are completed and
assessed every end of the quarter.
 Any other duties assigned by the supervisor