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Job Description:

Oversee all procurement related procedures, ensuring processes are transparent and competitive procurement practices are undertaken in line with the World Banks guidelines.

  • Assist and advise the Project Manager in preparation of procurement plan in accordance with the World Bank Procurement Guidelines
  • Manage and coordinate procurement activities including but not limited to:  preparation of procurement notices; customization of bidding documents act as central coordinator to respond to queries during currency of bidding; facilitate bid opening process; support bid evaluation, award and contracting; coordinate with the relevant entities
  • Develop and implement a documentation filing system which provides transparency; proper record control; security of documentation, which adheres to the standards and procedures outlined in the World Bank Procurement Guidelines
  • Oversee and provide assistance to the Project Manager, and other project staff in preparing scope of work and specifications of goods and services, propose product substitutions consistent with requirements to achieve cost savings and determine the availability of funds
  • Research the market, recommend potential sources of new procurement,  interview potential suppliers and contractors, propose new companies for approval by the Project Manager for inclusion in the registered vendors list
  • Identify any shortcomings, initiate appropriate recommendations to the Project Manager for suspension and/ or exclusion of those who fail to perform satisfactorily
  • Oversee the verification of invoices received against goods receipts and contracted prices prior to approving the processing of such invoices for payment
  • Review, revise, and clear purchase orders and contracts prior to forwarding them for approval by the Project Manager / appropriate official / forum
  • Supervise the maintenance of relevant internal databases and files, monitor contractual agreements, direct provisioning contracts and inform users affected of contractual rights and obligations
  • Takes overall responsibility to provide logistics and administrative support for smooth functioning of program activities.
  • Maintain a proper/efficient filing system to ensure smooth running of the operations and maintain a repository of all logistics and administrative documents.
  • Maintain an updated list of staff in the office and monitor leaves & attendance; ensure effective record keeping of monthly attendance and leave record and coordinates with the concerned unit/manager for action.
  • Oversees facilities and office management functions and perform such functions as managing conferences, meetings etc.
  • Any other task assigned by the supervisor and / or management.