Procurement Officer x2 at BOTSWANA POWER CORPORATION

Main purpose of the position

To procure goods and services for the Corporation in a cost-effective manner in accordance with Tender Regulations and Corporate policies.

Job Responsibilities

• Performs standard administrative data processing tasks (e.g., materials requisitions, time and expense recording, etc.) for the Procurement Sourcing Lead or Materials Controller.
• Identifies potential sources of supply in order to ensure continuity of supply.
• Work with the inventory management team to ensure that all deliveries satisfy the assigned projects
• Maintains and updates supplier master data to ensure proper records of a potential bidder
• Expedites purchase orders for prompt service delivery
• Prepares and sends out requests for quotations to potential suppliers in order to obtain competitive prices and terms.
• Guides on the drafting of tender documents to ensure consistency
• Facilitates tender opening as per laid out procedures
• Evaluates quotations and makes recommendations in order to ensure cost effective purchases
• Facilitates evaluation of tender papers and prepare minutes (secretarial) for submission to relevant adjudication committees
• Prepares public tender advertisements and forms of tenders.
• Evaluates tenders, prepares reports for submission to approval authority.
• Provides feedback on tender evaluation outcomes to bidders
• Organizes and prepares complex documents by using multiple computer applications (such as Microsoft Office), while also gathering and summarizing data for special reports.
• Compiles and provides procurement statistics to the Procurement and Sourcing Lead or Materials Controller, for preparation of monthly reports.
• Monitor and ensure that all tender and purchase order records or documents are properly kept as per procedure
• Keeps track of supplier contracts & ensure that all procedures are followed by contractors.
• Conducts sample tests to ensure adherence to quality standards on all deliveries done to the Corporation
• Monitor and enforce adherence to Service Level Agreements
• Manage relationships with internal and external customers and act as their business partner in resolving their enquiries
• Provides user support for logged problems and information requests
• Highlight’s shortcomings and suggests improvements in current compliance processes, systems and procedures within assigned unit and/or discipline.
• Benchmark best practices & recommend where necessary.
• Implements improvements and carries out simple change management tasks by following established procedures to support others.
• Monitor and ensure compliance to all procurement policies, procedures & standards in place for the smooth running of procurement activities.
• Expediting orders once the Purchase has been sent to suppliers
• Monitor performance evaluation for suppliers and vendors in order to maintain quality services
• Develops and maintains suppliers’ database to ensure all data and offerings are updated
• Conducts supplier visits for quality assurance and building long term relationships
• Implements SHE prescribed initiatives by using the organization’s Safety, Health and Environment systems and protocols.

Qualifications

• A minimum of a Diploma in Procurement & Supply  or equivalent.

Experience

• At least three (3) years in Procurement Management.

Competencies