Procurement Specialist (AfCDC)

Organization Information

Organization Information
Reports to:  Head of Procurement Unit
Directorate/Department/Organ: Administration Directorate Africa CDC 
Division: Administration Directorate Africa CDC 
Number of Direct Reports: 
Number of Indirect Reports:
Job Grade: P3
Number of Positions: 1
Contract Type: Fixed Term 
Location: Addis Ababa, Ethiopia

Purpose of Job

Under the supervision of the Project Coordinator, the Procurement Specialist, will provide operational support to the Division, including administrative oversight, while ensuring that its predefined strategies and policies are executed effectively and following up on relevant activities.  The incumbent is responsible for providing leadership and guidance to the procurement function in the implementation of a World Bank financed project under the Africa CDC and will ensure that procurement activities are carried out in a transparent and competitive manner, in compliance with the World Bank's procurement guidelines, and in accordance with African Union/Africa CDC's policies and procedures. The Procurement Specialist will also work closely with project teams to ensure that procurement activities are effectively integrated into project implementation.

Main Functions

• Manage end-to-end procurement activities from planning to contract award as per the AU procurement Rules and World Bank Regulation
• Participate in the execution of predefined programs and activities of the Division.
• Develop, execute, and administer complex procurements for diverse works, goods and services in accordance with AU Regulations and internally accepted standards and procedures;  
• Provide technical 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.
• Engage with relevant stakeholders to build lasting relationships and promote collaboration.
• Ensure the effective exchange of information between the Division and relevant stakeholders.
• Contribute to the preparation of reports.
• Ensure compliance with defined policies
   

Specific Responsibilities

• In consultation with Business Units, reviews the type of works, goods and services required and recommends appropriate procurement strategy and method and sources to be solicited. 
• Develop / Revise the Procurement Strategy Document for the World Bank project. 
• Prepare solicitation documents for goods, works and services to be procured using appropriate methodologies. Carry out the procurement process, including pre-bidding conference, evaluation of bids, post-qualification, and recommendation for award in line with African Union’s Procurement procedures and the World Bank procurement regulations.
• Support the preparation and consolidation of the annual procurement plan of Africa CDC. 
• Prepare procurement planning in World Bank steps system and monitor procurement activities for Africa CDC
• Monitor and track the implementation of the Annual Procurement Plan in close collaboration with Business Units.
• Prepare periodic reports and statistics on procurement activities such as purchase orders. Reviews progress and status reports as required.
• Creating purchase orders in SAP, creating service entry sheets, parking suppliers' and consultants' invoices in the Africa CDC's ERP/SAP system. 
• Facilitate and conduct Procurement training in procurement techniques, processes and systems for African CDC staff. 
• Providing guidance to Business Units on procurement, as well as oversight. Support Business Units in creating departmental procurement plans and estimates.
• Prepare contracts for complex and simple goods and services and support the contract administration process in close collaboration with the business units.
• Provide advice and guidance to Business Units concerning development of specifications for acquisition of goods or related services including preparation of price estimates on procurement requests for non-standard items. 
• Develop procurement strategies for project and corporate procurements.
• Ensure timely implementation of procurement activities, in accordance with project schedules.
• Prepare and present procurement cases to the relevant authorities for approval.
• Identify and manage procurement risk in the procurement cycle.
• Track orders to ensure prompt delivery of services;
• Perform any other relevant duties as assigned by the Supervisor
   

Academic Requirements and Relevant Experience

• Master’s degree in Procurement, Supply Chain, Commerce, Accounting, Business Administration, Public Administration, or related fields with 7 years’ experience in Procurement, Supply Chain, Public Procurement, or Administration of which three years at the expert level.

Or

• Bachelor’s degree in management, Procurement, Supply Chain, Law, Business Administration, Commerce, Accounting, or related fields with at least 10 years’ experience in Procurement, Supply Chain, Public Procurement, or Administration of which three years at the expert level. 
• Demonstrable experience in using SAP/Enterprise Resource Planning system and STEP System is highly desirable.
• Experience in World Bank project procurement and contract implementation is highly desirable. 
• Demonstrable experience and comprehensive knowledge in legal/contract management, Monitoring and Evaluation, Office and project management.
• Demonstrable experience in routine and emergency procurement processing and reporting, shipping, and receiving, and inventory control in medium to large organizations.   
• Demonstrable experience in supporting and leading development of complex procurements, e.g., purchase 

Required Skills

• Familiarity with the procurement management and logistics practices and processes typically employed by public health or public sector programmes;
• Excellent narrative reporting skills;
• Excellent organizational and time-management skills 
• Resourceful and skilled at collecting, analyzing and using data to recommend, make and communicate decisions of a technical nature lay audiences;
• Excellent interpersonal relationship practices to meet and deal with persons of diverse backgrounds.
• Excellent diplomatic, representational, interpersonal and communication skills, including experience successfully interacting with stakeholders and decision-makers in technical and other professional settings;
• Skills in translating highly technical information into presentations, briefings and report and funding proposals for lay audiences.
• Resourceful and skilled at collecting, analyzing and using data to recommend, make and communicate decisions of a technical nature to lay audiences.
• Demonstrated ability regarding computer skills, including excellent word-processing capabilities, proficiency with e-mail and internet applications and experience in using office software applications such as MS Excel, Power Point and Word, and familiarity with electronic data processing systems and ERP such as SAP.
• Knowledge of Systematic Tracking of Exchanges In Procurement (STEP) is an added advantage.
• Ability to deliver under tight deadlines and works well under pressure; 
• Proven ability to plan, delegate and direct subordinates.
• Analytical and problem-solving abilities;
• Ability to use clear, concise language in correspondence as well as including content fitting for the purpose and audiences when preparing written briefs and reports;
• Able to operate in a multicultural environment;
• High level of autonomy at work, yet with profound team-spirit;
• Adaptive, patient, resourceful, resilient and flexible;
• Pro-active and solutions oriented.
   

Leadership Competencies

Core Competencies

Functional Competencies