Overview
The role is responsible for reviewing, recording, and prioritizing purchasing requests, identifying procurement sources, and producing tender documents. It also involves negotiating terms, finalizing purchase orders, and resolving issues related to delivered goods.
Tasks Summary
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identifies and recommends sources of procurement, interview potential suppliers.
- Produces tender documents (e.g., Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Prepares and submits LCC and HCC presentations.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Signs procurement orders up to the authorized limit.
- Drafts a variety of correspondence.
- Supervises and assigns and reviews the work of more junior staff.
- Performs other related duties as assigned.
Experience Requirements
A minimum of ten (10) years of progressively responsible work experience in procurement or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree. A minimum of two (2) years of specific experience in procurement and contract administration involving Long-Term Agreements (LTAs), preferably related to large and multiyear programme support services for regional and global clients and infrastructure works, is required. Experience in managing procurement in support of public, private or non-governmental entities that have national, regional or international operations is desirable. Working knowledge and experience in Enterprise Resource Planning (ERP) system is desirable. Experience in managing a team of procurement assistants is desirable. Experience in applying emerging procurement technologies that can improve business practices and drive innovation is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Qualification Requirements
Completion of high school diploma or equivalent is required. Supplementary training in procurement or related field is required. A certificate in Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required.
