ASSISTANT PROCUREMENT OFFICER – SADC

Assistant Procurement Officer – Grade 8
Primary Purpose of the Job
• Assist the Head – SPGRC with procurement of goods, equipment and services and interpretation of the SADC Secretariat procurement procedures, rules and guidelines
• Ensure that the SADC Secretariat procurement procedures, rules and guidelines are adhered to at SPGRC.

Duties and Responsibilities
Procurement of Goods and Services and Customs Clearance
• Procurement of goods,works and services in line with SADC Secretariat
• Procurement and Grants Policy and Guidelines.
• Collect information on requirement for assets, goods and services requirements from all SPGRC Programmes
• Collect quotations for the Goods, services and works required.
• Processing of requests for quotations where needed.
• Preparation of Bidding Documents
• Manage the tender process.
• Preparation of bid opening and evaluation reports
• Provide secretarial services and technical guidance to the Tender Evaluation Committees.
• Raise Local purchase Orders for purchase of goods, services, and works.
• Prepare notification letters for tender outcomes.
• Communicate with suppliers and service providers.
• Keep a record of all procurement processes.
• Prepare draft contracts for goods, services and works.
• Manage contracts to ensure deliverables are fulfilled.
• Prepare note verbal for imported Goods for Vat exemption.
• Clear imported Goods according to statutory requirements
• Compile and maintain database for suppliers of SPGRC requirements.
• Consolidate the SPGRC procurement plan and upload it into the Procurement System.
• Procure flight tickets for Staff and SPGRC visitors.
• Prepare work schedules and supervise contractors to ensure work is
done in line with set standards.
• Prepare regular progress reports for the Head of SPGRC, as and when required
• Carry out supplier appraisals and evaluations
• Undertake any other duties as delegated by the Head of SPGRC

Education

A Degree in Procurement Management, Purchasing and Supply, Supply Chain Management from a recognised institution.
Professional Certification
CIPS and/or other professional qualifications

Specialised Knowledge
• Knowledge of procurement and administration processes, policies,
principles and practices
• Proficient in the use of computers and computer software relevant to the position

Experience
At least 5-7 years of work experience in procurement

Skills Requirements
• Communication skills
• Interpersonal skills
• Networking and relationship-building skills
• Organizational skills (planning, time management, work prioritization)
• Research, analytical and problem-solving skills
Competency Requirements
• Apply interpersonal styles/methods to develop and motivate staff
• Capable of maintaining quality whilst working under pressure and adhering to deadlines
• Capacity to motivate and influence people positively and creates a climate where people want to do their best
• Compliance with rules, regulations, processes and procedures
• Conceptual and practical thinking
• Customer focused
• Demonstrate ability to work independently and without much close supervision
• Flexible and adaptable to change
• Maintain confidentiality and respectful of sensitive situations
• Methodical and organised, with a high level of attention to details
• Professionalism and adherence to good work ethics (integrity, dependability, punctuality, etc.)
• Willingness to learn and improve on a continual basis
• Resilience and personal drive, self-motivation
• Results and performance driven
• Team player