Job Type : Contract
Industry : Procurement
Education Level : Junior Level
Job title: Procurement Officer – Country and Regional Programmes
Line Manager title: Procurement Manager (JG6)
Grade: JG8
Direct reports: None
Department: Programme Delivery Hub Location: Any TMEA
Offices
Job summary
The job holder is responsible for ensuring that all country
and regional procurement and contract management activities are managed and executed
effectively with a commercial focus, to deliver impact, results and to achieve
the spend target. The job holder MUST be proficient in French and English
languages (both spoken and written).
Roles and
responsibilities
Strategic focus
• Ensure all procurement cycle processes are carried out to
achieve value for money, transparent and adhere to good procurement practice.
• Ensure all procurement decisions are each taken in line
with TMEA governance structures and processes.
• Providing appropriate procurement advice, support,
guidance and challenge, at all stages of project cycle, especially at initial design stage,
business and procurement planning, including progressing pretender market
engagement opportunities and also including contract management.
• Detailed familiarisation with all projects and
mobilisation plans across relevant Country and Regional teams and their link to
the Results Framework.
• Schedule, organise and remind attendees to discuss
procurement plans and strategies on at least a monthly basis, store up to date
respective procurement plans, develop a system of monitoring on-going and
up-coming work and ensure that every process is up-to-date, and information is
real-time in teams.
• Regularly review Regulations and Procurement Procedures
Manuals and submit any changes/improvements for approval to the Procurement
Manager.
• Lead on the reporting of KPIs to senior management and
Board.
Operational focus
• Manage all supply side interactions during procurement
cycle processes, including responding to tenderers queries in a professional
and timely manner.
• Draft advertisements, pre-tender market engagement
material, tender documents including but not limited to Expression of Interest
(EOI), Request for Proposals (RFP), Invitation to Tender (ITT), timetable/s and
contract management documentation, and when approved, place them in agreed
publications, websites, as applicable.
• Lead and guide evaluation panels on evaluation process and
evaluation criteria whilst ensuring fairness and consistency to desist from
prejudice to suppliers.
• Draft evaluation reports on all submissions made at all
tender processes for presentation to the Tender Committee (TC) and/or Head of
Procurement.
• Communicate tender outcome notifications to all bidders
and provide clear, objective, useful supplier feedback, in a professional and
timely manner.
• Organise for pre-contract Due Diligence (DD) where it is
required.
• Prepare draft contracts for signature, ensuring that
supporting documentation, are approved at the appropriate level and
consistently with accuracy.
• Monitor issuance of contracts and receipt of signed
versions back from consultants whilst ensuring that no consultant/ suppliers
are engaged without a fully signed contract.
• Ensure relevant key and supporting documentation relating
to contracts is stored electronically and is easily retrieved especially by
people outside the procurement team.
• Assist teams in undertaking contract management, including
monitoring performance by consultants/
• companies, reviewing receipt of reports and assisting
teams in quality control/ assurance.
• Ensure that all contract amendments are drafted on time
once sound justification is done and comply with the procurement policy.
• Maintain and continually update relevant registers, for
e.g., procurement tracker, procurement plans, adverts, quarterly risk registers
etc.
• Lead on gathering the supporting information required to
respond to various internal and external audits.
• Assist with training programmes and deliver content as
necessary.
Stakeholder
Management
• Develop and adopt a customer/programme-centric,
problem-solving approach to protect and deliver the
Results Framework.
• Develop and maintain strong relationships with all
internal and external stakeholders, including TMEA colleagues, partners and
donors and meet with them regularly with country and regional colleagues to provide
relevant advice and guidance, specific to circumstances.
Corporate level
responsibilities
• Apply the highest standards of controls and risk
management practices and behaviours and embed a positive risk and control
culture.
• Demonstrate prudence, sound judgement and appropriate and
timely escalations in management of all types of risk (including fraud risk)
applicable to my role.
• Understand and comply with the relevant end-to-end
processes including applicable risks and controls.
• Seek to identify, understand, and escalate risk
events/incidents/ issues on a timely basis focusing on fixing root-causes and
taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the
stipulated timelines.
• Ensure compliance with PCM guidelines throughout the
project design and implementation cycle, including reporting and closure.
• Ensure compliance with grant management procedures and
guidelines including appraisal, selection, implementation, reporting and
closure.
• Contribute to the development/revision of tools and
procedures to document and share knowledge, incentivise staff/teams and enforce
compliance and standards.
• Participate in regular informal and formal reflection,
knowledge sharing and learning events.
• Document lessons learned and best practices for knowledge
sharing and learning.
• Promote and adhere to TMEA’s core values and ensure compliance
with organisational policies and procedures.
• Maintain zero tolerance to bribery, fraud, and corruption,
and ensure the immediate reporting of any corruption or suspect behaviour that
threatens TMEA’s reputation.
• Adhere to the safeguarding policies and procedures and
immediately report any safeguarding concerns.
• Any other related responsibilities that may be assigned by the line manager from time to time.
For more details please click here to download full description
Deadline : 18TH FEBRUARY 2022
TradeMark (Trade and Markets) East Africa is an
aid-for-trade organisation that was established in 2010, with the aim of
growing prosperity in East Africa through increased trade. TMEA operates on a
not-for-profit basis and is funded by the development agencies of the following
countries: Belgium, Canada, Denmark, European Union, Finland, Ireland,
Netherlands, Norway, United Kingdom and United States of America.
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