Procurement Officer

Department: Chief Executive Office
Section: Procurement
Reports to: Chief Executive Officer
Supervises: None

Key Responsibilities

Management of Procurement Process

• Oversee bids submission period and respond to vendors' inquiries during procurement process.
• Make contacts with selected vendors and consultants and initiate the execution of contracts with them.
• Notify unsuccessful applicants giving appropriate feedback of why they were not selected to maintain goodwill with the vendors.
• Ensure compliance with BMF and donor procurement policies and regulations.
• Maintain a list or register of all contracts awarded.

Contract Management

• Facilitate the procurement processes in adherence to BMF procurement Policies and procedures including segregation of duties across staff in procurement, storage and distribution for internal controls.
• Prepare tendering documents, contract documents and issue approved contract documents.
• Support the functioning of the tender board and implement the decisions of the tender board, act as a secretary to the Tender Board.
• Preparation of contracts entered between BMF and respective service providers in close collaboration with the Institutional Legal Advisor.
• Support and review policies and their compliance.

Administration Support

• Prepare periodic reports as required and guided by the Foundation policies and procedures (i.e., weekly, monthly, quarterly, semi-annual, and annual reports).
• Maintain all necessary files with regards to procurement and the register of all Contracts awarded.
• To support the internal and external audit exercise including follow up of the audit observations, recommendations and directives from the Management and the Board of Trustees.

Annual Procurement Plan

• Prepare Annual Procurement Plan (APP) for procurement of services, consultancy, non-consultancy and goods and works.
• Ensure the implementation of the annual procurement plan.
• Prepare monthly and quarterly reports on the implementation of the annual procurement plan.
• Perform any other duties as may be assigned.

Academic & Professional Qualifications

• Bachelor's degree in Materials Management, Logistics, Business Administration, or an equivalent field.
• Relevant Professional Certification from the Procurement & Supplies Professional and Technicians Board (PSPTB).
• Minimum of 5 years of experience in procurement or a related field.