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SHORT-TERM - ASSISTANT PROCUREMENT OFFICER – GRADE 8 [GABORONE, BOTSWANA]   DETAILS

JOB NAME

Short-term - Assistant Procurement Officer – Grade 8 [Gaborone, Botswana]


POSTED BY: Southern African Development Community-Development Finance Resource Centre (SADC - DFRC)
REF:SADC 25
Date Published:22 August 2023
Date of Expiration:18 February 2024 EXPIRED
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LOCATION OF THIS JOB
 Botswana |  GABORONE in Botswana
INDUSTRY
DEVELOPMENT FINANCE INSTITUTIONS
JOB TYPE
Contract
MAIN JOB DESCRIPTION
PRIMARY PURPOSE OF THE JOB
1. Assist the Head - SPGRC with procurement of goods, equipment and services and interpretation of the SADC Secretariat procurement procedures, rules and guidelines
2. Ensure that the SADC Secretariat procurement procedures, rules and guidelines are adhered to at SPGRC.

DUTIES AND RESPONSIBILITIES
Procurement of Goods and Services and Customs Clearance
1. Procurement of goods,works and services in line with SADC Secretariat
2. Procurement and Grants Policy and Guidelines.
3. Collect information on requirement for assets, goods and services requirements from all SPGRC Programmes
4. Collect quotations for the Goods, services and works required.
5. Processing of requests for quotations where needed.
6. Preparation of Bidding Documents
7. Manage the tender process.
8. Preparation of bid opening and evaluation reports
9. Provide secretarial services and technical guidance to the Tender Evaluation Committees.
10. Raise Local purchase Orders for purchase of goods, services, and works.
11. Prepare notification letters for tender outcomes.
12. Communicate with suppliers and service providers.
13. Keep a record of all procurement processes.
14. Prepare draft contracts for goods, services and works.
15. Manage contracts to ensure deliverables are fulfilled.
16. Prepare note verbal for imported Goods for Vat exemption.
17. Clear imported Goods according to statutory requirements
18. Compile and maintain database for suppliers of SPGRC requirements.
19. Consolidate the SPGRC procurement plan and upload it into the Procurement System.
20. Procure flight tickets for Staff and SPGRC visitors.
21. Prepare work schedules and supervise contractors to ensure work is done in line with set standards.
22. Prepare regular progress reports for the Head of SPGRC, as and when required
23. Carry out supplier appraisals and evaluations
24. Undertake any other duties as delegated by the Head of SPGRC
REQUIREMENTS FOR THIS JOB
EDUCATION
A Degree in Procurement Management, Purchasing and Supply, Supply Chain Management from a recognised institution.

Professional Certification
CIPS and/or other professional qualifications

Specialised Knowledge
1. Knowledge of procurement and administration processes, policies, principles and practices
2. Proficient in the use of computers and computer software relevant to the position

Experience
At least 5-7 years of work experience in procurement

Skills Requirements
1. Communication skills
2. Interpersonal skills
3. Networking and relationship building skills
4. Organizational skills (planning, time management, work prioritization)
5. Research, analytical and problem-solving skills

Competency Requirements
1. Apply interpersonal styles/methods to develop and motivate staff
2. Capable of maintaining quality whilst working under pressure and adhering to deadlines
3. Capacity to motivate and influence people positively and creates a climate where people want to do their best
4. Compliance with rules, regulations, processes and procedures
5. Conceptual and practical thinking
6. Customer focused
7. Demonstrate ability to work independently and without much close supervision
8. Flexible and adaptable to change
9. Maintain confidentiality and respectful of sensitive situations
10. Methodical and organised, with a high level of attention to details
11. Professionalism and adherence to good work ethics (integrity, dependability, punctuality, etc.)
12. Willingness to learn and improve on a continual basis
13. Resilience and personal drive, self-motivation
14. Results and performance driven
15. Team player


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