Procurement Officer at Southern African Development Community (SADC)

Job Description

Purpose of the job:

Under the overall Supervision of the Senior Procurement Officer the incumbent will undertake the procurement for goods and services in accordance with SADC procurement guidelines, regulations standards and procedures or other approved guidelines and procedures. Efficiently undertake the procurement process whilst ensuring fiduciary compliance, value for money, efficiency, transparency, fairness and accountability/ethical standards.

Main duties and responsibilities

• Carry out procurement in accordance with approved policy, regulations and process
• Participate in the formulation / revision of procurement strategy, policy, procedures and regulations, and plans
• Review the eligibility, qualification, evaluation and award criteria for compliance with the procurement procedures
• Participate in the end to end tender process: Advertise the procurement processes, prepare the solicitation documents, communicate and issue tender clarifications to applicants / bidders, notify bidders and applicants on the outcome of the evaluation processes and formulate supplier service agreements
• Establish and Maintain a Procurement and Contract Monitoring System
• Validate orders received and outstanding stock orders, analyse and reconcile reorder requests; liaise with appointed supplier’s / service providers to ensure the timely and accurate completion of orders; and administer contract performance
• Monitor and evaluate performance of suppliers based on end user satisfaction
• Check and advise parties on their adherence with the contractual obligations
• Provide the adequate procurement support to Defender in the appeal processes
• Process purchase requisitions / orders within purchasing authority
• Liaise with Finance for payment of suppliers
• Liaise with and draft any official correspondence with contractors/suppliers
• Manage relationship with suppliers with a view to building win-win partnerships and relationships to ensure stock availability and continuity of services
• Draft Addenda/variation order to contracts/purchase order
• Prepare and consolidate annual estimates for goods and services and, develop and maintain standard stock lists
• Register and deregister the suppliers; maintain a Database of Approved Suppliers, Vet and accredit all Suppliers
• Advise award, modification, renewal and/or termination of contracts
• Prepare and maintain procurement records, and compile procurement reports and submit to the Senior Procurement Officer
• Supervise physical stocktaking and inventory control
• Monitor stock flows and discrepancies, and prepare report for Senior Procurement Officer
• Conduct prior and post-reviews on sample procurement contracts executed outside of Procurement unit
• Verify that all procurement cases subject to the Senior Officer Administration clearance are properly prepared and presented, and collaborate with the latter to ensure consistency in the procurement approach across the Secretariat
• Manage framework contracts for travel
• Serve as the point of contact for customers with the travel management company
• Liaise with Finance for payment of appointed travel providers as per framework contract agreement
• Provide consular services to staff travelling abroad; facilitate the process of applying for and obtaining exemption certificates and diplomatic identification for SADC Secretariat
• Monitor compliance with contract agreements, evaluate and report on the performance of the travel management company
• Compile regular procurement reports and submit to the Senior Procurement Officer; communicate with him/her any issues so that timely remedial measures can be taken
• Monitor competitive terms, conditions and contracting practices by suppliers, and build a database of potential suppliers; use the intelligence gathered to propose any changes that can be made to existing contracts when these are renewed / renegotiated by the Senior Procurement Officer
• Undertake all paperwork required for contract close-out, extension or renewal
• Management Staff under direct supervision
• Perform any other duties as may be assigned

Position requirements

Qualification

• At least a degree in Procurement or related field from a recognised institution
• Having a profession qualification in procurement will be an added advantage

Experience

• At least 7-10 years’ practical experience in procurement
• Seasoned knowledge of procurement policies and practices

Other relevant skills required

• Communication and presentation skills
• Interpersonal skills
• Mentoring and coaching skills
• Negotiation, networking and relationship building skills
• Organisational skills (planning, budgeting, time management, work prioritisation)
• Research, analytical and problem-solving skills
• Supervisory 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
• Conceptual and practical thinking
• Customer focused
• Decisive
• Demonstrate ability to work independently and largely unsupervised
• Maintain confidentiality and respectful of sensitive situations
• Methodical and organised, with a high level of attention to details
• Organisational awareness with an understanding of how to engage the organisation to get things done
• Professionalism and adherence to good work ethics
• Question conventional approaches and encourage new ideas and innovations for progress
• Resilience and personal drive, self-motivation
• Results and performance driven
• Team player

Tenure of appointment

The term of appointment of the Director, Industrial Development and Trade shall be for a fixed period of four (4) years, renewable once for another period of four (4) years. While appointments for positions (2–19) will be on a fixed-term contract for four (4) years, renewable twice for an equal period, subject to:

• satisfactory completion of 6 months’ probation;
• satisfactory performance;
• retirement age limit of 60 years; and
• the continued need for the position.

Eligibility

The positions are open to qualified applicants who:

• Are 52 years old or younger. This requirement is based on the Organization’s need to recruit staff who can serve for a reasonable period of time before reaching the mandatory retirement age of 60 years.
• Are from the following eligible Member States: Angola, Botswana, Democratic Republic of Congo, Eswatini, Lesotho, Madagascar, Malawi, Mauritius, Mozambique, Namibia, Seychelles, South Africa, United Republic of Tanzania, Zambia and Zimbabwe.

Applications should be accompanied by the following:

1. a cover letter stating the position that you want to be considered for and describing how your qualifications, experience, and competencies are relevant to the position;
2. not more than five (5) pages of updated curriculum vitae;
3. certified copies of your degree(s), Diploma(s) and Certificate(s); and
4. duly signed and completed SADC Application Form.

Should you be shortlisted, you will be required to produce evidence of educational and professional qualifications supporting your application, on the day of your interview.

Gender Mainstreaming

SADC is an equal opportunity employer and particularly encourages applications from female candidates.

If you are results orientated, you have a passion for the transformation and development of Southern Africa and possess the required competencies, please submit your application.

Only applicants who meet the requirements of the SADC Secretariat and being considered for an interview, will be contacted. Should you not hear from the SADC Secretariat within two months after the closing date, kindly consider your application unsuccessful.