Basic Function (Summary of the function)

The Procurement Officer is responsible for planning, coordinating, and executing procurement activities in accordance with applicable laws, regulations, and organizational policies to ensure timely, cost-effective, and transparent acquisition of goods, works, and services.

Duties and Responsibilities

1. Procurement Planning and Strategy

a) Prepare annual, supplementary, and project-specific procurement plans in accordance with the PPDA Act and Regulations, donor guidelines (where applicable), and approved budgets.

b) Collect, analyze, and consolidate procurement requirements from user departments to support accurate procurement planning.

c) Conduct routine market surveys and cost estimations to support procurement decisions.

2. Procurement Execution and Contracting

a) Execute day-to-day procurement activities including requisition review, solicitation, bid receipt, and preliminary evaluation in line with PPDA procurement methods and thresholds or applicable donor rules.

b) Prepare bidding documents, Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Expressions of Interest (EOIs) using approved PPDA standard bidding documents or donor templates.

c) Support bid openings and evaluation committees and assist in the preparation of evaluation reports for submission to the Contracts Committee or relevant approving authority.

d) Coordinate Contract Committee (CC) activities, document CC records and recommendations.

3. Supplier and Contract Management

a) Support contract award processes, including negotiation, preparation of contract documents, notifications, and records

b) Establish, update, and maintain a comprehensive profile of supplier database with performance records and recommendations to guide future decision making, framework agreements, ensuring fair competition and performance tracking in compliance with PPDA requirements.

c) Monitor supplier and contractor performance, manage contract compliance, and address performance issues, variations, and disputes in collaboration with user departments.

4. Records Management, Compliance, and Accountability

a) Securely maintain accurate and complete procurement records and documentation to support audits, inspections, and institutional accountability requirements in line with PPDA record-keeping requirementsand donor audit standards.

b) Ensure full compliance with procurement laws, donor guidelines (where applicable), and internal policies, while upholding ethical standards, transparency, and value for money principles.

5. Advisory, Reporting, and Capacity Support

a) Provide technical procurement advice and guidance to user departments to improve requisition and specifications quality, compliance, and procurement outcomes.

b) Prepare and submit periodic procurement performance reports to management, and oversight institutions.

c) Support internal and external audits, reviews, and investigations by providing timely information, documentation, and corrective action responses.

d) Perform any other duties as may be assigned by the supervisor in line with the role and organizational objectives.

Supervision received: Works under the direct supervision of the Senior Officer Procurement. May receive work guidance from the Manager General Administatation

Supervision exercised: None

Education requirements:

a) Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Logistics, or a related field.

b) Professional certification such as Chartered Institute of Procurement and Supply (CIPS) Level 4 (minimum), or equivalent of Certified Professional in Supply Management (CPSM) or any other related certification is an added advantage.

Experience:

a) Minimum of 3 years of relevant procurement experience, preferably in a public sector, development partner, donor-funded project or a reputable organization.

Knowledge and Skills:

a) Strong knowledge of procurement laws, regulations, and best practices

b) Experience in competitive bidding and contract management

c) High level of integrity and ethical conduct

d) Strong analytical, negotiation, and communication skills

e) Ability to prepare clear procurement documentation and reports

f) Proficiency in MS Office and procurement management systems

g) Flexibility and the ability to work on extended work demands.

Physical Demands: Work is primarily office-based with occasional physical movement related to filing, meetings, or inspections.

Travel requirements: Occasional out-of-station travel may be required.

• Prepare annual, supplementary, and project-specific procurement plans in accordance with the PPDA Act and Regulations, donor guidelines (where applicable), and approved budgets.
• Collect, analyze, and consolidate procurement requirements from user departments to support accurate procurement planning.
• Conduct routine market surveys and cost estimations to support procurement decisions.
• Execute day-to-day procurement activities including requisition review, solicitation, bid receipt, and preliminary evaluation in line with PPDA procurement methods and thresholds or applicable donor rules.
• Prepare bidding documents, Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Expressions of Interest (EOIs) using approved PPDA standard bidding documents or donor templates.
• Support bid openings and evaluation committees and assist in the preparation of evaluation reports for submission to the Contracts Committee or relevant approving authority.
• Coordinate Contract Committee (CC) activities, document CC records and recommendations.
• Support contract award processes, including negotiation, preparation of contract documents, notifications, and records
• Establish, update, and maintain a comprehensive profile of supplier database with performance records and recommendations to guide future decision making, framework agreements, ensuring fair competition and performance tracking in compliance with PPDA requirements.
• Monitor supplier and contractor performance, manage contract compliance, and address performance issues, variations, and disputes in collaboration with user departments.
• Securely maintain accurate and complete procurement records and documentation to support audits, inspections, and institutional accountability requirements in line with PPDA record-keeping requirementsand donor audit standards.
• Ensure full compliance with procurement laws, donor guidelines (where applicable), and internal policies, while upholding ethical standards, transparency, and value for money principles.
• Provide technical procurement advice and guidance to user departments to improve requisition and specifications quality, compliance, and procurement outcomes.
• Prepare and submit periodic procurement performance reports to management, and oversight institutions.
• Support internal and external audits, reviews, and investigations by providing timely information, documentation, and corrective action responses.
• Perform any other duties as may be assigned by the supervisor in line with the role and organizational objectives.

• Strong knowledge of procurement laws, regulations, and best practices
• Experience in competitive bidding and contract management
• High level of integrity and ethical conduct
• Strong analytical, negotiation, and communication skills
• Ability to prepare clear procurement documentation and reports
• Proficiency in MS Office and procurement management systems
• Flexibility and the ability to work on extended work demands.

• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Logistics, or a related field.
• Professional certification such as Chartered Institute of Procurement and Supply (CIPS) Level 4 (minimum), or equivalent of Certified Professional in Supply Management (CPSM) or any other related certification is an added advantage.