Contract PROCUREMENT OFFICER
Job Description
TERMS OF REFERENCE
1. BACKGROUND
Since 2019 the Ministry of Tourism, Trade, Commerce and Ni-Vanuatu Business (MTTCNVB) recurrent budget has tripled as a result of donor funding that have been streamlined through the government system for implementation. This resulted with implementing departments under the MTTCNVB procuring for numerous machineries, equipment and services contracts as part of the programme implementation.
However, coordination and following proper government procurement process become a challenge for the CSU as well as the implementing department within the ministry. This call for a centralised procurement personal that would assist the Ministry and its departments to procure the necessary goods and services either through local or international suppliers.
2. OBJECTIVE
The objective of this position is to ensure that the procurement of all goods and services procured under the MTTCNVB adheres to the ministry’s corporate policies and the government procurement processes. It also includes preparation of Quotations, Tenders and Proposals in accordance with the Policies and legislations.
3. DUTIES AND RESPONSIBILITIES
- Analyse the purchase request and determine the appropriate method of procurement including quotation tender;
- Collaborate with the ministry departments and statutory bodies in preparing:
o Request for proposals (RFQ);
o Expression of interests (EOI);
o Proposals and supply Agreement in a clear and concise manner - Coordinate the preparation of the procurement documents for projects 5M Vatu, liaise with the Secretary of Tender Board to prepare contracts with Vendor and maintain contract afterward, ensuring that all documents are in order and complete;
- Conduct an analysis of all supplier quotations received, and to identify the most efficient bid;
- Liaise with the suppliers regarding delivery, quality and etc, to ensure that all requirements are met;
- Participate in specific projects and assignments related to procurement and assist in the annual physical inventory process, as required;
- Manage procurement procedures such as;
o Purchasing;
o Advice Finance Officers of asset purchases to ensure compliance with the Asset management system;
o Maintain proper accounts of suppliers - Provide assistance to the ministry departments and statutory bodies on/to build capacity of the ministry procurement matters;
- Create and maintain effective working relationship with the line agencies and colleagues and work effectively as part of a team to ensure that all relevant and external continuous improvement and standards are met;
- To coach and educate Ministry and departmental staff as where needed, on how to meet practical procurement process requirements to build capacity in others.
- Other duties as may be requested by the Executive Officer.
4. KEY PERFORMANCE INDICATORS
- Documents and procurement process is compliant and delivered on time to support the smooth implementation of the ministry programmes;
- Goods and Service contract tenders are awarded in accordance with the Tenders Act and in a fair and transparent manner;
- Ministry departments, and statutory agencies have access to required machineries, equipment and services, while maintaining standard and quality,
5. REPORTING
The procurement officer reports directly to the Executive Officer of the Ministry. However, with specific departmental and statutory agencies programmes, He/ She reports to the Director/CEO.
6. GENERAL REQUIREMENTS FOR THIS POST
- Qualification – Diploma/Certificate in procurement, Financial and Business management
- Experience – Minimum of three (3) years in a procurement capacity
- Special skills – Demonstrate ability to make judgement calls and decisions with respect to procurement activities within delegated authority, maintain confidentiality, personal integrity and excellent communication skills both orally and in writing to deal effectively with the suppliers and ministry staff.
7. LOGISTICS
I. Place of Work
The Officer will be based in Port Vila at the Office of the Director General of the Ministry of Tourism, Trade, Commerce and Ni-Vanuatu Business.
II. Starting Period
The Officer should start after the signing of the contract.
III. Foreseen Duration
The duration is 12 months and high possibility to extend.
8. REMUNERATION
The Officer will be paid an annual salary of 1,195,500 including VNPF.
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