Maintain and continually update standing lists of registered suppliers required by the university;
Prepare tender documents to facilitate fair competition and in compliance with the best practices as related to format for tender documents;
Prepare, publish and distribute procurement opportunities including invitations to tender, request for quotations and proposals, prequalification documents and invitation for expression of interest;
Coordinate the receiving and opening of tender documents;
Submit shortlists and lists of pre-qualified tenders for approval;
Issue procurement documents to candidates;
Propose the membership of the evaluation committee for consideration and appointment;
Coordinate the evaluations of tenders, quotations and proposals;
Recommend for consideration the negotiation of a procurement by the evaluation committee where negotiations are allowed and participate in negotiations;
Prepare and publish tender awards;
Ensure contract documents are prepared in line with the award decision;
Prepare and issue debriefing letters;
Communicate all contract variations and modifications to the Divisions of Legal Services and Company Secretary for drafting of contracts;
Maintenance and archiving of the procurement documents and records for the required period;
Provide information, as required for any investigation to debar a tender or contractor;
Act as a secretariat to the evaluation, inspection and acceptance committee;
Monitor contract management by user departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts;
Report any significant departures from the terms and conditions of the contract to the Vice Chancellor and the Director/Legal Services and Company Secretary;
Prepare consolidated procurement plans in consultation with the Management Board;
Coordinate internal monitoring and evaluation of the procurement and supply chain function;
Carry out market surveys to inform the placing of orders;
Conduct periodic and annual stock taking;
Certify the invoices and vouchers to facilitate processing of payment to suppliers;
Recommend extension of the tender validity period;
Verify that the available stock levels warrant initiating a procurement process;
Develop the standard operating procedures for procurement and other related manuals;
Educational Qualifications and Professional Experience
A graduate degree in Supplies Management from an accredited university;
An undergraduate degree and Diploma in Supplies Management from an accredited university;
Served as Senior Procurement Officer for a minimum of 8 years;
Deep knowledge of supply chain management, procurement, inventory management and logistics best practices;
Experience with inventory management systems and/or Enterprise Resource Planning Systems (particularly SAP).
Personal Attributes & Competencies
Shown merit and ability as reflected in work performance and results.