JOB DESCRIPTION

JOB OVERVIEW

ESSENTIAL RESPONSIBILITIES AND DUTIES

• Assist in the development and maintenance of the Procurement Plan, identification of the categories of work to be executed in the long-term, with spend differentiation based on product or market categories and identification of the procurement strategy to be undertaken e.g. Competitive Tender, e-Auction, Single, Source, Framework/Master Service Agreement (MSA), strategic partnerships etc;
• Implement a category management program by conducting comprehensive yet practical analyses to identify opportunities for improvement in the category; conducts regular category review meetings to enhance the decision-making process and ensure improvement actions are implemented;
• Analyse industry trends and evolving technology to proactively identify supply base issues to minimize risk, protect continuity of supply, and utilize emerging opportunities;
• Responsible for the Contracts Administration processes for new market and business development initiatives;
• Provide sound and reliable guidance on the Procurement processes, Contracts, and best practices;
• Negotiate and execute short- and long-term contracts for procurement of goods works and services; set up, implement and monitor blanket/long-term contracts on behalf of NEDCO;
• Monitor the performance of company contracts and reports on contract performance, non-performance and other non-compliances;
• Conduct Quarterly Performance Reviews with vendors according to HSE and services that required close contractual management, maintaining strategic relationships with key vendors to ensure best practice, commercial terms and surety of supply;
• Review and recommend appropriate contract administration and management systems in order to capture and manage the risk to NEDCO;
• Ensure regular management reports are developed on the relevant expenditures in order to maintain strategic focus and plan;
• Develop and ensure the implementation and evaluation of strategies and plans to ensure achievement of short, medium and long-term objectives;
• Assist with the review of Tender Packages for compliance and appropriateness, and advises on any required improvements prior to the Procurement and Disposal Advisory Committee (PDAC);
• Assists with finalization, preparation and coordination of the distribution of tender packages to interested proponents;
• Coordinate the tendering process from the invitation to tenders stage, through to the award of contract stage;
• Arrange and perform site visits relevant to the tender process;
• Maintain proper management of records and information throughout the tendering process;
• Ensure that public tender notices are advertised as required by the OPR, and prepare or facilitate the preparation, and dispatching of correspondence of invitation for selective tenders;
• Act as the liaison between NEDCO and bidders during the solicitation process, to ensure that all queries are dealt with in a timely manner;
• Coordinate the tender opening process and secure tenders immediately after the opening of tenders;
• Conduct briefing and provide guidance to Evaluation Committees prior to the commencement of tender evaluations;
• Manage and evaluate the pre-qualification process and evaluation of prospective vendors; 
• Demonstrate proficiency in the use of strategic planning, monitoring and control techniques, and understands issues, competitive markets and challenges;
• Provide guidance, develop, implement and monitor plans based on the organization’s intended results;
• Demonstrate and behave in accordance with the object of the Act 2015 with respect to principles of transparency and accountability following the rule of law, state;
• Review pre-qualification documents and pre-qualification evaluation criteria, and submit for approval of the designated levels of authority; and monitors to ensure approval prior to implementation;
• Evaluate pre-qualification applications and pre-qualified lists of vendors;
• Monitor the period of eligibility and update records on those who have been pre-qualified;
• Ensure that the approved list of prequalified vendors is maintained and managed based on the qualifications, experience of vendors and performance throughout existing and past contracts, in alignment with NEDCO's Pre-qualification requirement;
• Develop processes to record, track and update validity of documents submitted in the tender process;
• Develop processes for recording, tracking and assessing performance management of contractors based on documented contract performance and linking same to pre-qualification eligibility;
• Liaise with Heads of Departments to ensure that vendor performance evaluations are completed in a timely manner according to the agreed schedule for projects, works, services, leases, and service level agreements (SLAs);
• Implement supplier/vendor key performance indicators (KPIs), and manage the vendor performance management process;
• Ensure that hard/soft copies of contracts, leases, SLAs are forwarded promptly to the Office of the CEO;
• Update the OPR Depository as required on existing contracts, tender notices/cancellations and contract awards;
• Contribute to the team’s effort by accomplishing the Procurement Unit’s Key Performance Indicators (KPIs) and adherence to established deadlines;
• Generate reports on NEDCO’s assets on a monthly/quarterly/annual basis, or as required by the organisation;
• Perform any other that falls within the ambit of the position

KNOWLEDGE AND COMPETENCIES 

• Excellent oral and written communication skills;
• Strong interpersonal skills;
• Attention to detail;
• Demonstrates initiative and exercises sound judgement at all time;
• Team oriented;
• Excellent organisational skills;
• Working knowledge of Microsoft Office Suite, in particular Excel & Word; 
• In-depth knowledge, understanding and application of current Public Procurement Laws and Regulations and of the Public Procurement and Disposal of Public Property Act 2015 (as amended);
• Knowledge of Contract Law and FIDIC Contracts would be an asset;
• Knowledge and understanding of the requirements for State Enterprises under the State Enterprise Performance Monitoring Manual of the Ministry of Finance Project Management will be an asset

MINIMUM QUALIFICATIONS & EXPERIENCE

• A University degree (Bachelor’s degree or equivalent) in Business Administration, Management, Supply Chain Management or any other related field.
  
• Training as evidenced by the possession of a Chartered Institute of Purchasing and Supply (CIPS) Level 5 or equivalent Supply Chain Management (SCM) Certification.
  
• Three to five years drafting, executing and managing contracts.