Senior Procurement Officer

The role of the Senior Procurement Officer is to provide support to the Chief Procurement Officer in administering the procurement processes in an accountable and transparent manner

Summary:

The role of the Senior Procurement Officer is to provide support to the Chief Procurement Officer in administering the procurement processes in an accountable and transparent manner. This involves ensuring that the Department’s operations are in accordance with approved corporate policies and procedures as it relates to purchases and contracts for services, ensuring that the Corporation receives the best value for money

The incumbent also supports the Human Resource initiatives of the corporation and provides guidance and direction to employees in the administration of the procurement process.

Key Duties & Responsibilities:

Development of Human Capital

• Performs functions as outlined in the various HR processes as assigned
• Assists in the development of key performance indicators to measure the performance of staff in the department
• Assists in the conduct of performance evaluations of employees and recommends training and development, if deemed necessary.
• Assists in the development and implementation of a departmental training plan

General Procurement

• Drafts departmental policies and procedures as directed
• Assists in the   implementation,  monitoring and compliance of state policies and procedures, laws and regulations governing procurement and PDACing 
• Assists with the development /implementation and review of approved internal policies and procedures governing procurement
• Participates in the on-going reviews and updates of the Procurement Manual to ensure continued relevance
• Prepares, submits and / or presents monthly/annual/ad hoc reports as required
• Prepares and delivers official presentations to internal and/or external stakeholders as directed
• Develops and maintains professional working relationships with key internal and external stakeholders
• Assists in the preparation of Board / Committee/ Cabinet Notes as directed
• Leads the development of procurement strategies for hi-value and hi-risk projects;
• Reviews procurement strategies for low-value and low-risk projects developed by POs;
• Liaises with clients to expedite the approval of procurement strategies and recommendations for award of contract;
• Reviews and advises the CPO on the outcome of low risk/ low value procurement actions

Tender Process

• Reviews drafts of all Requests for Proposals and/or Requests for Quotations and ensures liaison with the various Departments in the documentation of ‘Requests for Proposals and/or Quotations’ relative to terms and conditions for the specific project
• Provides direction to the team in the development of specifications for equipment, products or substitute materials.
• Assists in reviewing bid proposals and specifications, preparation and presentation of recommendations for PDAC Committee approval
• Uses the approved prequalified database and projected requirements, compares prices, delivery dates and specifications and documents tender lists with supporting documentation
• Assists with administering the process for the evaluation of Tenders where necessary
• Assists with reviews and evaluation of Tenders; prepares relevant reports with supporting documentation for approval in accordance with the approved policies and procedures governing tendering
• Prepares and delivers Presentations as and when required

Vendor Management

• Assists with the administration of the prequalification process and evaluation of prospective suppliers
• Drafts pre-qualification documents and pre-qualification evaluation criteria for consideration and sign off
• Assists in the evaluation of pre-qualification applications and creation of pre-qualified lists of suppliers for recommendation to the PDAC Committee.
• Documents and maintains the approved list of prequalified proponents based on the qualifications and experience of vendors as well as their performance throughout existing and past contracts.
• Compiles feedback from the Project Management and Facilities Management teams or any other Team with respect to vendor performance on projects and reports on same, in keeping with stated requirements inclusive of timeframes.
• Develops and implements a vendor feedback system, prepares reports and makes recommendations to the Chief Procurement Officer for improved departmental efficiency and effectiveness

• Performs any other duties related to the job junction as are assigned by the Head of Department