Overview
Oversee the drafting and completion of procurement files for the KfW project, ensuring adherence to donor requirements and standards. Coordinate procurement processes, manage the Procurement Plan, and prepare status reports.
Key Responsibilities
- Oversee the drafting and completion of all procurement files and packages for the KfW project.
- Ensure all documents meet the requirements and standards set by the donor.
- Create comprehensive ITB documents and associated supporting materials.
- Submit ITB documents to the donor for review and secure necessary approvals.
- Lead the process of addressing any comments or feedback from the donor on procurement documents.
- Coordinate with relevant staff to gather necessary information and make required adjustments.
- Ensure timely and accurate responses to donor inquiries and feedback.
- Schedule and facilitate all meetings related to the procurement process.
- Ensure all relevant stakeholders are informed and involved in these meetings.
- Draft detailed and accurate minutes of meetings (MoM) for all procurement-related discussions and decisions.
- Maintain organized and accessible records of all procurement files and documentation.
- Take ownership of the Procurement Plan (PP), ensuring it is comprehensive and up to date.
- Monitor progress against the PP and adjust as needed.
- Draft and preparation of status reports as required by management.
- Responsible for preparing of payment package of all financial transaction according to PR / invoice and rest of supporting documentation.
- Ensure adherence to SOPs, NRC Logistics Handbook and donor regulations.
- Review and highlight to Logistics Manager when updates to SOPs are required.
- Conduct regular spot-checks on Procurement files and supporting documentation.
- Liaise with compliance department to improve quality of services delivered by Procurement.
- Conduct regular training and induction sessions on key procurement rules of KfW for both procurement and non-procurement staff.
Required Experience
- Experience overseeing the drafting and completion of procurement files and packages for projects.
- Experience ensuring documents meet donor requirements and standards.
- Experience creating ITB documents and associated supporting materials.
- Experience submitting ITB documents for review and securing approvals.
- Experience addressing donor comments or feedback on procurement documents.
- Experience coordinating with staff to gather information and make adjustments.
- Experience responding to donor inquiries and feedback.
- Experience scheduling and facilitating meetings related to procurement processes.
- Experience drafting minutes of meetings (MoM).
- Experience maintaining organized records of procurement files and documentation.
- Experience managing a Procurement Plan (PP).
- Experience monitoring progress against a PP and adjusting as needed.
- Experience drafting status reports.
- Experience preparing payment packages for financial transactions.
- Experience ensuring adherence to SOPs, Logistics Handbooks, and donor regulations.
- Experience conducting spot-checks on procurement files and supporting documentation.
- Experience liaising with compliance departments.
- Experience conducting training and induction sessions on procurement rules.
