Procurement Officer at African Guarantee Fund (AGF)

Position Summary

The position focuses on providing procurement operational support to the Chief Finance Officer. (S)he is assigned varying and complex procurement and related assignments by the supervisor and is responsible for the procurement of works, goods, and services in a timely, cost-effective manner for all AGF programs including Affirmative Finance Action for Women in Africa G4G.

Major Responsibilities

• Provide advice and guidance as procurement officer responsible for all aspects of procurement functions including providing procurement expert advice, advising management and clients on wide-ranging and complex technical and other issues relating to institutional procurement.
• Develop, execute, and administer procurements for diverse works, goods, and services.
• Plan and monitor quality of work output, reviewing all procurements prior to execution for appropriateness, completeness, and accuracy.
• Work with colleagues to maximize the use of resources and streamline efforts, taking into account aggregate forecast of client requirements, as well as procurement trends, to ensure efficient planning overall.
• Develop and monitor procurement activities, pre-, and post-procurement, providing guidance and direction to support the implementation of works relative to procurement issues.
• Implement supplier development programs to ensure goals of supplier quality and vendor rationalization.
• Prepare procurement solicitations in collaboration with the substantive sections and originate procurement documents and internal and external correspondence related to competitive and direct procurements.
• Carry out the procurement process, including pre-bidding, evaluation of bids, post-qualification, and recommendation for award.
• Prepare procurement reports, statistics, and forecasts and carry-on other assignments as required by the supervisor and review progress reports, status reports, and timesheets as required.
• Prepare and present procurement cases to the Procurement Committee for approvals.
• Monitoring expenditures, ensuring funding availability before executing a solicitation when the procurement outcome contract extends over multiple years.
• Lead the day-to-day procurement process to ensure timely, cost-effective, and adequate delivery of goods and services to support institutional needs.
• Ensure high quality standards for goods and services procured by the Fund by developing and maintaining specific internal control and self-evaluation criteria/procedures.
• Together with relevant Users, review, and finalize Terms of Reference (TOR’s), prequalification documents and technical specifications of commodities and individual consultant, etc.;
• Prepare the tendering documents (Request for Proposals, terms of references) ensuring that the bidding process is in line with the established Company’s Rules and Procedures and procurement regulations and guidelines.
• Ensure organization of bid opening committee, bid opening and bid evaluation in accordance with the Fund’s procurement rules.
• Analyze bids, prepare price evaluation and coordinate the entire evaluation process, attend evaluation panels with relevant staff/consultants while ensuring the application of procurement
• principles and approvals
• Manage negotiations with suppliers, develop and prepare contracts for procurement of goods and services by defining terms and conditions, ensuring best quality/delivery terms and proactive management of associated risks.
• Assist on issuance of Purchase Orders, contract, expediting of procurement and communication with the external customer for all procurement with contracts.
• In addition to the above duties, the Procurement Officer may be required to perform other related or unrelated duties based on the Company needs.

Desired Qualifications, knowledge, skills & Experiences

• Minimum of a degree in Business administration, Public procurement, Economics, Finance or other related fields.
• Prior relevant work experience.
• Familiarity with the procurement practices and strategies and efficient application of the knowledge.
• Working knowledge of standard software applications used in AGF; expertise in MS Excel, SAGE and SAP Material.
• Good negotiating skills.
• Dynamic, efficient communicator, effective teamwork player, result-driven, customer service oriented, analytical skills, and ability to work cross-functionally and under pressure.
• Proficiency in Microsoft Office tools, especially Excel, Word, and PowerPoint. Experience in accounting and reporting using automated accounting systems such as SAP will be an added advantage
• Strong writing and editing skills, sense of accuracy, and attention to detail.
• Ability to communicate effectively, both orally and in writing. Ability to structure information priorities and deliver key messages.
• Demonstrate careful attention to detail or essential elements and accuracy of information before making a decision or delivering the information.
• Ability to work cooperatively and efficiently within a team towards corporate objectives; strong interpersonal relations. Ability to function effectively in a stressful working environment.
• Ability to conduct oneself in a professional and confidential manner; trust in one’s professional expertise and competence.
• Fluent in English, knowledge of French is an added advantage.