The Procurement Officer will assist the Procurement Specialist in execution of all procurement related tasks of the approved Procurement Plan during the project implementation by providing critical advice and support which will guarantee timely acquisition of goods, works and services at MGLSD.
Duties and Responsibilities
The main responsibilities and duties of the Procurement Officer shall be to assist:
a) In Consultations with the Users, prepare, review, adjust (where applicable) and monitor the
implementation of the Project procurement plan.
b) Ensure timely preparation/updating, and submissions of the project procurement plans for
review and approval of the World Bank.
c) Timely submission of all procurement exchanges in the Bank’s online procurement system –
STEP.
d) Play a key coordination role between all stakeholders in the procurement cycle.
e) Ensure that procurement procedures follow those prescribed in the Procurement Regulations
and attendant Project Operational Manual.
f) In consultation with the Technical Departments prepare bidding documents, request for
proposals, consultant’s shortlists and other documents based on relevant procedures for the
procurement of goods, Works and on consultant services and for the selection of consulting
services;
g) Mentor the Ministry’s PDU staff by sharing knowledge in procurement services including
supporting capacity building in procurement management of staff that deal with procurement
issues with emphasis on World Bank and PPDA Guidelines.
h) Preparation of Procurement progress reports at a minimum on monthly basis, highlighting
among others the progress on processing various contracts, constraints met and any other issues
that require Management attention.
i) To enhance the efficiency and effectiveness of the Procurement Data Management system and
in particular set up a filing and record keeping system that ensures that procurement records are
easily retrievable and available for procurement audits.
j) Take part in the development and review of the Project Operations Manuals and other
necessary documents and manuals.
k) Participate in the preparation of consolidated project Annual Work Plans and Budgets.
l) Report immediately to the Permanent Secretary and to the Bank any noted fraud and corruption
or governance issues with Procurement staff, Bidders and Consultants.
m) Facilitate the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR
recommendations. Prepare and update the Procurement/Contract Register (List of all procurement contracts
awarded)
o) Monitor and track contracts under implementation, identify constraints/challenges/issues
especially deviations from agreed terms and conditions and ability to resolve issues in a timely
manner in appropriate consultation with management.
p) Perform any other duties as may be assigned from time to time by the Procurement Specialist.
Qualifications
a) Possession of the Master’s degree in either procurement, business administration or a related
field.
b) A Bachelor’s degree in procurement and supply chain management, commerce
(Procurement option) or any other related discipline.
c) Should possess the Chartered Institute of Procurement & Supply qualification (MCIPS).
Experience and Competencies
a) A minimum experience of six (6) years in procurement service with extensive and demonstrated
experience of procurement of goods, non-consulting services, works and consulting services.
b) Previous experience in processing high value contracts subject to international competition, and in working with multi-sectoral teams.
c) Demonstrate behaviour of professional and personal ethics, integrity and transparency in dealing
with internal clients and service providers.
d) Good oral and written communication skills, fluent in English.
e) Working knowledge of the PPDA procurement rules and procedures.
f) A high level of interpersonal and management skills and ability to work with teams in the
organization at all levels.
g) Must be able to work under pressure and tight deadlines.
h) Computer knowledge and skills in MS word, Ms Excel and internet/email is a mandatory
requirement.

Deliverables
i. Annual Procurement Plans and monthly updates.
ii. Monthly Procurement and Contract Management status reports/updates.
iii. Real time update of procurement documentation in STEP.
iv. Monthly update of procurement monitoring form to be provided to all user departments to be
filled and submitted timely provide input into monthly contracts implementation Status
reports for all contracts showing the total amount of the contract, amount already paid and
balance to be paid on each contract.
v. Timely preparation and submission of documents for the supply of goods, works and services
timely to Contracts Committee or World Bank as the need arises;
vi. Regular procurement performance reports for staff participating in procurement cycle e.g.
at evaluation, Contract Management stages as well bottlenecks identified.
vii. Contracts Register in place.
viii. Acceptable Record Keeping system in place. ix. Schedule of pre-bid/pre-proposal meetings,
Proposal opening, bid opening, financial opening, and negotiations shared with relevant User
Departments, Contracts Committee and other stakeholders at least 2 weeks before planned
date.