The SADC Secretariat invites suitably qualified, experienced, innovative, result oriented and self-driven individuals to apply for the following positions under the Enhancing the Capability and Effectiveness of SADC’S Peace and Security Architecture (ECESPA) Project at SADC Secretariat in Gaborone, Botswana.

Procurement Officer – Grade 6

Primary Purpose of the Job

• Responsible for undertaking procurement functions in accordance with acceptable procurement guidelines, regulations standards and procedures
• Efficiently undertake the procurement process whilst ensuring fiduciary and quality controls, economy, efficiency, transparency, fairness, accountability/ethical standards and promotion of competition
• Support the Programme Implementation in the administration and logistical coordination for general project implementation and management processes.

Duties and Responsibilities

General Procurement

• Conduct procurement in accordance with Secretariat procurement policies and guidelines
• Strengthen procurement policy and guidelines, and advise management on any emerging issues that need to be incorporated
• Support requisitioning units in developing the eligibility, qualification, evaluation and award criteria incompliance with the procurement guidelines
• Participate in the end-to-end procurement process;
  • Publication of available procurement opportunities
  • Preparation of solicitation documents
  • Communication and issue of tender clarifications to applicants/ bidders
  • Notification of bidders on the outcome of the evaluation processes
  • Preparation of contracts
• Validate orders received and outstanding orders, analyse and reconcile reorder requests; liaise with appointed suppliers / service providers to ensure the timely and accurate completion of orders; and administer contract performance
• Check and advise suppliers on their adherence with the contractual obligations
• Provide adequate procurement support in appeal processes with suppliers
• Liaise with Finance for payment of suppliers
• Draft any official correspondence to contractors/ suppliers
• Draft Addenda/variation order to contracts/ purchase order
• Prepare and consolidate annual estimates for goods and services and, develop and maintain standard stock lists
• Monitor and evaluate performance of suppliers based on end user satisfaction
• Build and manage relationship with suppliers
• Monitor compliance with contract agreements, evaluate and report on supplier performance
• Advise award, modification, renewal and/or termination of contracts
• Prepare and maintain procurement records
• Compile regular procurement reports and submit to the Head; and inform him/ her of any issues so that timely remedial measures can be taken
• Assist tender/ evaluation committees and provide input on procedural rules
• Provide exhaustive relevant documents to tender/ evaluation committees
• Conduct prior and post-reviews on procurement contracts executed outside of Procurement unit
• Manage framework contracts for travel and events;
  • Perform the first level approval of purchase order regarding travel
  • Make sure that the travel agency is performing according to agreed terms and report there on to management for any deviation.
• Launch and support the evaluation and contracting for calls for proposals (Grants)
• Undertake all paperwork required for contract close-out, extension or renewal

General Administration

• Provide administrative support to the project team to ensure the smooth running of the project operations
• Maintain records of project team travel and assist in their travel logistics
• Coordinate travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc.
• Support project team in daily administration roles and undertake any ad-hoc administration projects/duties as required
• Attend all programme meetings, including Technical Committee (TC) meetings, Programme Steering Committee (PSC) meetings and provide support in developing Annotated agendas, documentation and record keeping during these
  meetings
• Work with the ECESPA programme Manager on evaluations, audits and close out activities of the project;

Supervision

• Prepare work plan, schedule work, allocate and delegate tasks to subordinates.
• Supervise the subordinates and their work, and appraise their job performance
• Provide advice and guidance as and when required to subordinates
• Provide quality services as per service level agreements
• Consult with the Head of Unit on any staff related issues
• Provide inputs to the annual budget estimation for the unit
• Prepare regular progress reports for the Head of Unit, as and when required
• Research and adopt best practices in own area of work, and maintain high level of knowledge in order to effectively undertake the duties of the post
• Undertake any other duties as delegated by the Programme Manager/Senior Officer

Qualifications and Experience

Education

• At least a degree in Procurement or related field from a recognised institution

Professional Certification

• Member of the Chartered Institute of Procurement and Supply (MCIPS) or equivalent

Specialised knowledge

• Seasoned knowledge and specialized command of all major facets of procurement policies and practices as applied across a wide range of technical sectors
• Proficient in the use of computers and computer software relevant to the Position
• Knowledge of International Cooperating Partners (World Bank, AfDB, EU, GIZ) and/ intergovernmental organization procurement rules
• Knowledge of administration and processing of grants.

Experience

• At least 7 -10 years of experience in a similar position conducting procurement in a large organisation either in public, private sector, regional or international organisation
• Knowledge of electronic procurement will be an added advantage
• Supervisory experience needed

Skills & Competency Requirements

• Communication and presentation skills
• Interpersonal skills
• Mentoring and coaching skills
• Negotiation, networking and relationship building skills
• Organisational skills (planning, budgeting, time management, work prioritisation)
• Research, analytical and problem-solving skills
• Supervisory skills
• Apply inter-personal styles/methods to develop and motivate staff
• Capable of maintaining quality whilst working under pressure and adhering to deadlines
• Capacity to motivate and influence people positively and creates a climate where people want to do their best
• Conceptual and practical thinking
• Customer focused
• Decisive
• Demonstrate ability to work independently and largely unsupervised
• Maintain confidentiality and respectful of sensitive situations
• Methodical and organised, with a high level of attention to details
• Organisational awareness with an understanding of how to engage the organisation to get things done
• Professionalism and adherence to good work ethics
• Question status quo / conventional approaches and encourage new ideas and innovations for progress
• Resilience and personal drive, self-motivation
• Results and performance driven
• Team player

Contract duration for the above positions is from the date of assumption of duty until June 2028, in line with project duration.

For detailed job descriptions and Submission of applications, please visit the following link :  https://sadc.mcidirecthire.com/external/currentopportunities

Applicants are advised to apply online by attaching Motivation Letter, CV’s, certified copies of educational, professional certificates and references. Applications with inadequate supporting documents will not be considered.

Only applicants who meet the requirements of the SADC Secretariat will be considered for interview. Should you not hear from the SADC Secretariat within two months after the closing date, kindly consider your application as unsuccessful.

Closing Date:  Applications must be submitted not later than or on 21 August 2024

Applications received through any other sources will not be considered.