Manager (Procurement)

Manager (Procurement) Job Description

The Manager (Procurement) shall be responsible for overseeing all stages of the public procurement cycle within the Agency, ensuring that all procurement activities are carried out in line with applicable legislation, government policies, and internal procedures. The Manager shall provide professional guidance throughout the procurement process, from planning to contract management, ensuring efficiency, transparency, and value for money in all procurement operations.

Duties & Responsibilities

Procurement Planning and Management

• Manage all stages throughout the public procurement cycle, including the preparation of procurement documents, and act as Chairperson or Member within evaluation processes.
• Oversee and authorise requests for the purchase of goods and services as requested by Management, ensuring that appropriate procurement procedures and forms are used.
• Manage all the necessary processes for the publication of calls for tenders and Call for Quotations (CfQs) through the e-procurement portal (ePPS).
• Ensure that tenders, CfQs and Request for Quotations (RfQs) are properly drafted, published, evaluated, and awarded in line with applicable regulations.
• Ensure that procurement activities are conducted in accordance with the Public Procurement Regulations, government policies, and the Agencys Financial Policy.
• Prepare monthly status reports to enable the monitoring and enforcement of public procurement procedures.
• Prepare feasibility studies and investment decision analyses to support strategic procurement planning.

Tender Preparation and Evaluation

• Effect detailed vetting of procurement documents for supplies, services, or works tenders.
• Respond to any clarifications that may arise during the tendering and evaluation stages.
• Review and assist in the selection of members of staff to sit on Evaluation Committees.
• Spearhead and prepare the review of evaluation reports compiled by Evaluation Committees for consideration by the Departmental Contracts Committee (DCC) and/or General Contracts Committee (GCC).

Contracting and Post-Award Administration

• Prepare, coordinate, and assist in the drafting and signing of contracts and other related documentation for supplies, services, or works tenders/CfQs/RfQs.
• Oversee and ensure that all awarded procurement contracts are properly compiled, recorded, and regularly updated as required by the Sectoral Procurement Directorate and the Department of Contracts.
• Monitor and manage ongoing contracts to ensure compliance with contractual obligations and performance standards.
• Maintain and manage effective relationships with suppliers and serve as the Agencys point of escalation for contract-related matters.
• Monitor that items or services received are in line with specifications outlined in the relevant purchase orders and/or contract agreements.
• Ensure that goods and services are received just-in-time through efficient procurement and inventory strategies.
• Oversee stock control processes to ensure minimum stock levels are maintained and that quantities requested match the operational needs of the Agency.
• Ensure that suppliers deliver value for money to the Agency in terms of both quality and cost-effectiveness.

Systems Operation and Reporting

• Operate the government e-procurement portal (ePPS) for the management of calls for tenders/quotations and related reporting.
• Ensure accurate and timely input of procurement data and records.
• Maintain proper documentation and audit trails for all procurement activities.

Compliance, Policy and Governance

• Ensure full compliance with government procedures, regulations, and reporting requirements to the respective authorities.
• Contribute towards the formulation, review, and updating of the Agencys Financial Policy as directed.
• Keep abreast with accounting standards, financial legislation, and government policies, as well as with accounting systems, procedures, and applications.
• Follow training as directed and ensure that any relevant updates are disseminated to staff under his/her supervision.

Representation and Communication

• Participate and represent the Agency in internal and external meetings as recommended by the Senior Management.

Confidentiality and Information Sharing

• Maintain the necessary level of confidentiality commensurate with the level of responsibility but also share all relevant information with management, who is also bound by confidentiality.

Additional Responsibilities

• Carry out other operations-related duties as may be assigned by the Head of Department and Chief Executive Officer (CEO) from time to time, including emergency response coordination during unexpected events.
• Attend training and development opportunities as directed to support continuous professional growth.

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