IGAD Procurement Expert/Officer

Introduction

Intergovernmental Authority on Development, a Regional Economic Community of the African Union, has received some assistance from the USAID and other development partners towards the development and implementation of the Drought Disaster Resilience and initiative. As part of the agenda for establishing the coordinating mechanism for the initiative - the Drought Resilience and Sustainability Platform, IGAD will apply part of the funds towards strengthening institutional development and capacity building efforts to ensure that the requisite skills and support structures are in place that IGAD will play its expected role in providing leadership to the initiative. The purpose of this advert is to invite skilled personnel from the IGAD region who ably satisfy the attached criteria and competences to apply for the available posts that are expected to contribute substantially to the Drought resilience agenda in the region." It is important to note that IGAD is a equal opportunity employer and women and young candidates are especially encouraged to apply. Canvassing will lead to a disqualification without further reference to the applicant.

Job Description

Position Title: Procurement Expert/Officer
Job Group: Professional
Duty Station: IGAD Secretariat Djibouti
Accountable to: Director Administration & Finance

I. Job Summary

Under the overall guidance of the Director of Administration and Finance the Procurement officer deals with the planning and purchase of supplies and equipment. The incumbent uses his independent judgment and initiative in the preparation and review of specifications, the receipt of bids or quotations, and the checking of bills, invoices against orders. Prepares contract specifications, develops and manages appropriate procurement strategies to provide value for money on a wide variety of Works, Services and Supplies contracts to support IGAD‟s objectives.

II. Core Duties and Responsibilities

a. Develop and implement procurement policy and strategy, co-ordinate procurement practices and optimize the use of funds;
b. Set up the typical procurement process flow and system that will ensure efficiency and effectiveness of procurements
c. Liaise with and assist officials of all divisions in the secretariat to determine purchasing needs and specifications; Generate purchase reports as required.
d. Use the information in (c) above to develop and implement quarterly, half yearly and annual procurement plans for IGAD and manage and control the procurement budget;
e. Institutionalize the use of the approved procurement procedures and policy in IGAD and IGAD specialized institutions
f. Ensure that internal controls, policies and procedures related to procurements are complied with;
g. Liaise closely with the Finance section to integrate a purchase order processing (procurement) module in the existing Financial accounting (SUNSYTEM) system to automate procurement orders and payments system links; identify the most suitable supplier from the pre-qualified suppliers;
h. Participate in the development and production of tender documents;
i. Participate in receiving, examining and processing requisitions; preparing bid specifications and other necessary documents related to the purchase of supplies, materials and equipment; locating source of supply, and place orders with appropriate bidder(s);
j. Act as Secretary for the Procurement Committee in charge of evaluating and awarding contracts and orders;
k. Develop and maintain a data base of vendors / suppliers and set up a prequalification list of service providers for IGAD for all key goods and services
l. Follow up vendor queries and ; keep key information on new products (reference prices, vendor reference checks, market information and new technologies) and market conditions and procurement trends(e.g. e-procurement);
m. Collect and collate information/statistics in preparation for negotiations and renewal thereof of service contracts for services and any equipment and machinery;
n. Assists in the supervision and training of assistant procurement offers/purchasers and procurement teams in specialized institutions of IGAD;
o. Perform related work as required.

III. Minimum Qualifications and Experience

a. At least Bachelor’s degree in procurement, supplies management, purchasing, Finance or related qualifications with part professional qualifications in procurement like CIP
b. Additional qualifications in business administration, marketing or related field will be an added advantage
c. Possession of a Professional procurement qualification, such as C.I.P.S
d. At least ten years procurement and administration experience in a similar position required.
e. Knowledge of and experience in vendor management, market analysis, competitive analysis IT literacy: adequate knowledge of Word, Excel and PowerPoint

IV. Key Skills and Competencies

a. Strong organization and planning analytical and negotiation skills
b. Good communication skills and keen attention to detail
c. High level of Integrity for the position is required
d. Ability to work with deadlines, schedules and with minimal supervision
e. Computer literacy and especially familiarity with common accounting and spreadsheet software
f. Ability to work under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality is crucial;
g. Demonstrated ability to make recommendations and use independent judgment;
h. Ability to interact and collaborate with professionals at all levels within and external to the organization;
i. Excellent written and oral communication skills including the ability to communicate and generate reports
j. Experience in at least one or two IGAD member states will be an added advantage
k. Proficiency in English is a must and French will be an added advantage

V. How to Apply

1. Send your Applications to the Following Addresses:
Division, Administration & Finance
IGAD Secretariat
P.O.Box 2653
Tel: 253 354050
Fax: (253) 356994,353520
E-mail: hr@igad.int

2. In the Subject line, please write: Ref: HR1208. Procurement Expert/Officer