Procurement Specialist

The incumbent will be required to procure the supplies, equipment, materials and services (including consulting services) required by TTAL.

JOB BRIEF

The incumbent is required to procure the supplies, equipment, materials and services (including consulting services) required by TTAL, ensuring compliance with the Office of Procurement Regulation. Duties include forecasting the procurement needs; performing pre-qualification studies; preparing tender documents; issuing responses to bids; evaluating the performance of contractors (includes suppliers, vendors consultants); maintaining records of procurement transactions and providing information on procurement costs to be used in budget development.

DUTIES AND RESPONSIBILITIES

• Procures supplies, materials, equipment and services for the Agency in keeping with procurement rules and procedures established by the Office of Procurement Regulation.
• Carries out pre-qualification exercises to establish and maintain a database of approved contractors.
• Evaluates or supports the PDAC in evaluating submissions i.e. quotations or proposals or tenders against identified selection criteria towards the award of contracts or the purchase of goods and services.
• Establishes, implements and maintains a contractor performance management system to assess indicators such as capability, quality and delivery.
• Obtains, where applicable, the necessary approvals to incur expenditure for the purchase of supplies, equipment, materials, services and other related procurement transactions.
• Forecasts procurement needs of the Agency for supplies, equipment, materials and services by conferring with Management and other relevant staff to ascertain their requirements.
• Complies with the reporting requirements set out by the Office of Procurement Regulation.
• Provides information on the costs of supplies, equipment, materials and other services to for use in budget proposals.
• Maintains a record of all supplies, equipment, materials and services procured by the Agency.
• Supports the work of the Disposal Committee with respect to the disposal of surplus or unserviceable items and maintains appropriate records.
• Liaises with contractors with respect to the tendering for the provision of supplies, equipment, materials and services; also to obtain information on prices and availability.
• Liaises with user departments to ensure that their requisitioned needs are adequately represented.
• Inspects items delivered to ensure that quantity and quality standards and other specifications set are complied with; also maintains appropriate records.
• Prepares expressions of interest, requests for quotations, letters of invitation, requests for proposals and tender documents; also issues letters of award to successful bidders and informs unsuccessful bidders accordingly.
• Prepares reports, correspondence and all other documents on procurement matters.
• Performs other related duties as required.

 QUALIFICATIONS AND EXPERIENCE

• Minimum of four (4) years’ experience performing procurement duties.
• Training as evidenced by a Bachelor’s degree in the Social Sciences such as Business Administration, Project Management or related field from a recognised University.

                                                                         OR

• Training as evidenced by the possession of a Chartered Institute of Purchasing and Supply (CIPS) Advanced Diploma in Purchasing and Supply or the Institute for Supply Management (ISM) Certified Professional in Supply Management

REQUIRED KNOWLEDGE SKILLS AND ABILITIES

• Considerable knowledge of the relevant laws, regulations, policies and procedures governing the procurement of supplies, equipment, materials and services. Particularly in the context of the Public Procurement and Disposal of Public Property (Amendment) Act, 2023 ( Act No. 13 of 2023), and the Office of Procurement Regulation.
• Considerable knowledge of procurement methods and procedures.
• Knowledge of the procurement policies and procedures of international lending agencies.
• Knowledge of the sources of supplies, equipment, materials and services, their availability and market prices and trends.
• Knowledge of stores management and inventory control.
• Some knowledge of the principles and practices of Project Management.
• Proficiency in the use of Microsoft Office Suite.
• Skilled in the use of computers.
• Ability to interpret and apply laws, regulations and procedures pertaining to procurement in the Public Service and international lending agencies
• Ability to research the marketplace for new products, sources of supplies, materials and equipment.
• Ability to prepare tender documents.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with associates.
• Ability to negotiate effectively with contracted providers of goods and services.