Project Procurement Officer

Dead Line for Application: 25th May 2013
Position title: Project Procurement Officer
Job Group: Project Staff
Accountable to: BMP Programme Coordinator
Organisational Unit: Biodiversity Management Programme (BMP)
Duty Station: Djibouti

1. Job Summary

Under the general supervision of the BMP Programme Coordinator, the Project Procurement Officer working in consultation with the Project Accountant will be responsible for the systematic execution of procedures for the timely and cost-effective procurement of goods and services within BMP.

2. Description of the post

1. Organise and coordinate the necessary administrative and legal tendering process
2. Preparation of all tender documents except for ToRs which will be generated by the technical staff
3. Supervise in the process of selecting tender committees, preparation of meetings for tender evaluation, prepare minutes of meetings.
4. Prepare contracts up to approval and delivery to the concerned institution in consultation with the accountant
5. In consultation with the Administrative Assistant, engage in preparing invitation letters for events and booking of tickets
6. Organize/ register and maintain the asset register for BMP
7. Communicating to potential service providers during invitations and the actual tendering process,
8. Perform any other duty in line with procurement that he/she will be called upon
9. In cooperation with the Project Accountant, the procurement officer will:
a. Receive purchase requests, analyze and verify suppliers' quotations and or pro-forma invoices, and process purchase of goods and services
b. Process purchase orders and invoices and follow-up acquisition of goods and services
c. Prepare and update the BMP annual procurement plan in accordance with existing rules and regulations
d. Perform procurement of a. wide variety of materials and services following the operations manual
e. Prepare bidding documents and requests for proposals and issue the documents to the prospective bidders, consultants and sub-project implementing partners
f. Prepare contracts and ensure timely distributions of all relevant procurement and contract documents to all stakeholders
g. Monitor EUD response at different levels of the procurement process; ensure timely responses to procurement questions raised by bidders’
h. Participate in the selection process of BMP procurement committees and act as its secretariat
i. Provide support in budget preparation

3. Minimum Requirements

1. Bachelor's Degree in Accounting, Social Sciences, Finance Engineering or Law
2. At least professional papers in procurement, which is internationally recognised such as the Chartered Institute of Purchasing and Supply (CIPS Graduate Diploma Level) or equivalent
3. At least 3 -5 years experience directly related to the duties and responsibilities specified in procurement with an international organization.
4. Sound knowledge of EDF procedures.

4. Skills and Abilities

1. Effective communication skills
2. Good writing skills
3. Good computer skills and basic knowledge of book keeping
4. A team player, and able to work under pressure to meet tight deadlines
5. Good analytical skills
6. Fluency in English and working knowledge of the French Language

Tenure of Appointment: The appointment is for one year with possible extension subject to
availability of fund and performance

Only those interested candidates who meet the profile stated should apply. Please write the vacancy announcement number.

How to Apply

1. Send your CV with a covering letter, briefly stating why you think you are the right candidate for the job to the following address:

Director, Administration & Finance, IGAD
P.O.Box 2653
Tel: 253 354050
Fax: (253) 356994,353520
hr@igad.int

2. In the Subject line, please write:  Ref: HR1226 Project Procurement Officer