UA48,563.42/USD 76,632.37

ROLE OVERVIEW

Under the supervision of the Head of the Administration and Finance Division, the procurement officer Organizes and conducts the entire procurement process effectively and efficiently in accordance with the requirements of ECOWAS procedures and the Technical and Financial Partners of the Commission structures. of ECOWAS based in Lomé, Togo.

ROLE AND RESPONSABILITIES

·       Take care of the procurement and satisfaction of operational needs based on the requirements set out in the business plans and budgets of the Commission structures in Lomé.

·       Prepare tenders, terms of reference, purchase orders, proposed contracts, supplier invoices and other procurement documents.

·       Contribute to project calls for proposals, contributes to the definition of the guidelines for calls for proposals and organizes the project selection process.

·       Ensure that requesters’ needs are proactively identified and met, taking appropriate actions when processing orders, valuing management, managing the delivery process, supplier management and communication with them.

·       Develop and updates the procurement plan at least once a year and whenever necessary.

·       Keep track of the status of each supply – from order to delivery or receipt by the requester – ensuring that priorities are respected, in liaison with finance and accounting, ensures timely payment and/or resolution of all payment requests related to procurement activities.

·       Develop a detailed level of hardware knowledge for designated product lines within distributed product/material groups.

·       Maintain consistency of market conditions, including supplier lists, values availability, and competitiveness, and ensures costs are fair and reasonable before approving any purchases.

·       Verify the specifications (specifications) for supplies and services, ensuring compliance with the policies and procedures of ECOWAS and technical and financial partners, on the acquisition of supplies, works and intellectual services.

·       Maintain accurate information on suppliers, specifications, sources of supply, costs, delivery, competitiveness, and quality requirements.

·       Develop non-objection notices requested from partners if necessary and ensures follow-up.

·       Ensure that the results of calls for tenders and calls for proposals are published within the prescribed time limits after contract awards, and that unsuccessful bidders receive the necessary information.

·       Analyse all appropriate material requests, budgets authorizations and cost centres to which purchases are billed.

·       Produce and periodically updates management reports on orders, their processing, purchase orders and current contracts, delivery planning.

·       Maintain a central register of master contracts to accurately track the status of contracts with suppliers, contractors and consultants and ensure contract management and monitoring.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

·       Have a Bachelor’s degree (BAC+3) in Management, Economics, Law, Engineering, Procurement or any other related field obtained in a recognized university or major school.

·       Have at least five (05) years of experience in the field of procurement as a procurement expert.

·       Have experience in international procurement regulations, procedures and standards.

·       Have solid knowledge of procurement in general, and the rules of procurement procedures of international, public institutions and Technical and Financial Partners.

·       Have a very good ability to resolve problems related to procurement.

·       Have good communication skills.

·       Have mastery of procurement software, particularly the SAP MM module (requisition management, purchase orders, etc.).

AGE LIMIT

Be below 50 years old. This provision does not apply to internal candidates.

ECOWAS KEY COMPETENCIES

·       Demonstrated ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices.

·       Ability to lead a small team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.

·       Ability to resolve issues that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval.

·       Ability to utilize the ECOWAS Code of Ethics to manage self, others, information, and resources.

·       Ability to mentor others and create feedback loops with supervisors, colleagues as well as temporary or contract employees to build strong working relationships and improve performance.

·       Superior interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance to timeline, quality, and quantity.

·       Demonstrated ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions.

·       Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their need, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs.

·       Ability to counsel, advise, consult, and guide others on matters pertaining to assigned client service responsibilities and established ECOWAS client service standards.

·       Contribute to maintaining organizational unit’s performance goals and standards.

·       Demonstrated respect, fairness, and ability to relate well with people from varied backgrounds, nationality, gender, ethnicity, race and religion.

·       Advanced understanding of diverse cultural views especially within west Africa, with sensitivity to group differences; ability to challenges bias and to practice tolerance and empathy.

·       Ability to listen actively, consider people’s concerns and apply sound judgement, tact and diplomacy.

·       Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.

·       Ability to encourage, empower, and advocate for people in an unbias and transparent manner.

·       Knowledge of ECOWAS institutions and sectors (e.g. location, mandate, inter-relationships, programs, services, and occupations).

·       Knowledge of ECOWAS internal operational requirements of programs, projects, services and systems required to achieve work assignments and meet performance goals.

·       Excellent knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others.

·       Knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities.

·       Ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make recommendations.

·       Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance, and performance targets.

·       Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals.

·       Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.

• Demonstrated operational proficiency in the use of computer in communicating using tools like email, word processing, excel, power point, and social media sites; ability to produce complex spreadsheets, graphics, and charts to communicate trends, conclusions, observations, etc.
• Ability to makes sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.
• Ability to convey information clearly and concisely and in a succinct and organized manner through both writing and verbal means, either with electronic or print media.
• Well-developed interpersonal skills with the ability to develop rapport, to make presentations, express opinions, and debate ideas with others in a constructive manner.
• Fluency in one of the three ECOWAS official languages (English, French & Portuguese)
• Ability to develop and implement an individual action plan for achieving specific work goals and identify, organize, and monitor tasks throughout to facilitate execution.
• Demonstrated ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others and to set and meet deadlines.
• Demonstrated ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators, and risks.
• Demonstrated ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.