KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

Planning & Program Support

Work with the procurement team and heads of the departments to collect, review and incorporate user needs in the procurement plan ensuring they are in line with FSD Africa’s work plan and budget resulting in the implementation of a proactive and responsive procurement plan:

• Assist with collection of procurement needs for inclusion in the procurement plan; review earlier procurement plans and budgets of FSD Africa to ensure that repeat procurements are minimal as well as considering opportunities for enhancing cost-effectiveness through bulk purchases.
• Assist with consolidation of identified procurement needs and develop a draft annual procurement plan that supports FSD Africa’s business plan.
• Work continually to improve and enhance the level of customer service provided to staff and partners
• Participate in evaluation of bids and provide professional guidance.

Vendor Identification & Evaluation

Participate in the process of identifying suitable and appropriate vendors that meet the needs and requirements of FSD Africa:

• Collaborate with project leads to develop and apply objective criteria for supplier selection & pre- qualification (during generation of ToRs and EoIs) and issue tender documents to bidders
• Coordinate receipt of proposals and evaluation pack for the panel, consolidate proposal assessments and share outcome with panellists in accordance with procurement policy provisions and best practice
•  Perform vendor creation and ensure proper maintenance of the vendor register
• Carry out market research on potential suppliers and vendors to ensure that the database of FSD Africa vendors includes new entrants in the market
• Manage  the pre-qualification process in a transparent  manner to attract the most appropriate suppliers for frequently procured item.
• Conduct due diligence screening on selected pre-qualified vendors to mitigate risk,
• Manage vendors professionally, ensure contract closures are done and provide feedback to improve their performance.

Procurement & Asset Disposal Management

Support the procurement and purchasing process in a proactive and transparent manner to achieve best value for money and enable FSD Africa to meet its objectives:

• Review received procurement authorisation requests for completeness, accuracy and relevance in line with FSD Africa’s procurement plan.
• Develop a relevant and appropriate RFP/RFQ in line with scope of work/ TORs for the sourcing of suppliers of goods/services; facilitate the evaluation process according to and in line with the organisation’s policies and procedures.
• Recommend relevant and appropriate methodology of sourcing in line with approval thresholds to identify the most suitable supplier/ vendor.
• Work with the relevant departments to prepare assets for disposal and assist with convening of asset disposal committee meetings.
• Assist in educating suppliers so that they comply with FSD Africa’s procedures and provide proper documentation to ensure timely payments are made.

Accountability & Compliance

Ensure that FSD Africa’s Procurement Policy and procedures are adhered to and are in accordance with best practice:

• Assist maintain the tracker for contracts, ensuring details are up to date.
• Strengthen institutional capacity
• through development of procurement tracking tool and weekly procurement dashboards for status reporting of procurements.
• Support audits, ensuring that any corrective actions relating to procurement are closed out in a timely manner.

Contracts & System Development

In collaboration with procurement team, ensure service contracts are clearly defined and legally binding to maintain a high level of service delivery:

• In liaison with project managers, engage vendors in contract negotiations to ensure that FSD Africa gets best value for money and that terms and conditions are clear and acceptable to both parties before contracting.
•  Ensure that all KPIs are captured and updated in Enterprise Resource Planning (ERP)
• Develop service contracts in line with agreed recommendations as defined and agreed at the end of the evaluation and selection process.
• Contact and inform vendors of contract awards and project plans (start end date, milestones, deliverables, contract KPI’s, focal point person)
• Monitor validity of issued contracts ensuring that the relevant notifications are communicated to the contract focal point person raising awareness for completion

Carry out any other duties or special assignments as assigned by the Management

COMPETENCIES

Competencies describe the key behaviours that drive success in all of FSD Africa  roles, regardless of technical specialism. They have been derived from systematic research correlating performance with personal attributes.

Competency Levels

• Level 1: Basic
• Level 2: Foundation
• Level 3: Specialist
• Level 4: Senior Specialist
• Level 5: Leading Expert
• Level 6: Executive

PERSON SPECIFICATIONS

Qualifications and Education

• Bachelor’s degree with 2 years or Higher Diploma with 3 years of experience in, Procurement and Supply chain management, logistics or business administration or any other related field
• Full or Partial qualification in Chartered Institute of Procurement & Supply (CIPS).

Essential Experience, Knowledge, and Skills

• Minimum 2 years’ post-graduation experience in procurement management
• Demonstrate excellent understanding of procurement processes, sourcing, and tendering
• Knowledge of vendor management, contract administration, and supplier evaluation.
• Have an appreciation of local and international procurement laws and regulations
• Good interpersonal, organisational, planning and teamworking skills
• Knowledge of ERP/procurement systems preferably Microsoft Dynamic
• Excellent skills in written and spoken English
• Strong analytical and problem-solving abilities.
• Proficiency in Microsoft Office