Basic Function (Summary of the function)

The Senior Procurement Officer is responsible for providing technical leadership and oversight in the planning, execution, and management of procurement activities to ensure compliance with applicable laws, regulations, and organizational policies, while achieving value for money and supporting institutional objectives.

Duties and Responsibilities

1. Strategic Procurement Planning and Oversight

• Lead the preparation, review, and implementation of annual, multi-year, and donor-funded procurement plans in compliance with the PPDA Act, Regulations, Guidelines, and applicable donor procurement frameworks.
• Provide technical oversight to ensure procurement strategies align with institutional objectives, funding agreements, and value for money principles.

2. High-Value and Complex Procurement Management

• Manage and oversee complex, high-value, and high-risk procurement of goods, works, and services within PPDA and donor thresholds.
• Verify the quality of procurement documents, including bidding documents, RFPs, RFQs, EOIs, and evaluation reports, before submitting them to the Contracts Committee or the donor no-objection process.
• Offer technical support and guidance to evaluation committees, ensuring procurement principles are upheld.

3. Contract Management and Supplier Performance

• Provide support to contract management teams with administering contracts, including performance monitoring, variations, extensions, and resolving disputes in accordance with PPDA regulations and donor contract conditions
• Implement and maintain mechanisms for managing supplier performance and take corrective actions when necessary.

4. Compliance, Risk Management, and Governance

• Ensure institutional compliance with PPDA laws, regulations, circulars, and donor procurement rules, and advise management on regulatory updates and implications.
• Identify procurement risks and implement mitigation measures, including controls for fraud, conflict of interest, and non-compliance.
• Coordinate and lead the preparation of responses to PPDA audits, donor audits, inspections, and investigations, including the implementation of corrective action plans.

5. Supervision and Leadership.

• Provide operational leadership to Procurement Unit
• Provide supervision, technical support, coaching, mentoring, and capacity building to staff under direct supervision.
• Draft and submit periodic Procurement operational and performance reports
• Perform any other duties as may be assigned by the supervisor.

Supervision received: Works under the supervision of the General Manager Administration.

Supervision exercised: Supervises the Procurement Officer

Education requirements:

• 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), (Minimum Level 5) or Certified Professional in Supply Management (CPSM), or equivalent is required.
• A Master’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Logistics, or a related field is an added advantage

Experience:

• At least 6 years of progressively responsible experience in procurement, with 3 years at a senior or supervisory level, preferably in public sector or donor-funded institutions.

Knowledge and Skills:

• In-depth knowledge of public procurement laws, donor procurement guidelines, and best practices
• Strong contract management and strategic sourcing skills
• Proven leadership, coaching, and team management abilities
• High ethical standards and sound judgment
• Excellent analytical, negotiation, and report-writing skills
• Proficiency in procurement and financial management systems

Physical Demands: Primarily office-based work with occasional physical activity.

Travel requirements: Occasional required Local and regional travel to project sites, suppliers, or stakeholder meetings as required.

• Lead the preparation, review, and implementation of annual, multi-year, and donor-funded procurement plans in compliance with the PPDA Act, Regulations, Guidelines, and applicable donor procurement frameworks.
• Provide technical oversight to ensure procurement strategies align with institutional objectives, funding agreements, and value for money principles.
• Manage and oversee complex, high-value, and high-risk procurement of goods, works, and services within PPDA and donor thresholds.
• Verify the quality of procurement documents, including bidding documents, RFPs, RFQs, EOIs, and evaluation reports, before submitting them to the Contracts Committee or the donor no-objection process.
• Offer technical support and guidance to evaluation committees, ensuring procurement principles are upheld.
• Provide support to contract management teams with administering contracts, including performance monitoring, variations, extensions, and resolving disputes in accordance with PPDA regulations and donor contract conditions
• Implement and maintain mechanisms for managing supplier performance and take corrective actions when necessary.
• Ensure institutional compliance with PPDA laws, regulations, circulars, and donor procurement rules, and advise management on regulatory updates and implications.
• Identify procurement risks and implement mitigation measures, including controls for fraud, conflict of interest, and non-compliance.
• Coordinate and lead the preparation of responses to PPDA audits, donor audits, inspections, and investigations, including the implementation of corrective action plans.
• Provide operational leadership to Procurement Unit
• Provide supervision, technical support, coaching, mentoring, and capacity building to staff under direct supervision.
• Draft and submit periodic Procurement operational and performance reports
• Perform any other duties as may be assigned by the supervisor.

• In-depth knowledge of public procurement laws, donor procurement guidelines, and best practices
• Strong contract management and strategic sourcing skills
• Proven leadership, coaching, and team management abilities
• High ethical standards and sound judgment
• Excellent analytical, negotiation, and report-writing skills
• Proficiency in procurement and financial management systems

• 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), (Minimum Level 5) or Certified Professional in Supply Management (CPSM), or equivalent is required.
• A Master’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, Commerce, Logistics, or a related field is an added advantage