Procurement Specialist

Background/Job Purpose 

Reporting to the Director, Business Services and Operations, the Procurement Specialist has the overall responsibility of delivering effective procurement services to the Foundation and its projects.  This includes developing procurement strategies, identifying potential suppliers, evaluating bids and proposals, negotiating contracts, and ensuring compliance with relevant regulations and guidelines. Another key responsibility for this role is to provide technical assistance and capacity building to ACBF projects. 

Main Duties and Responsibilities: 

At Secretariat Level:

i.            Procurement Planning:

·       Collaborate with business units to develop procurement plans aligned with business objectives and timelines.

·       Conduct market research to identify potential suppliers of goods and services and assess market conditions.

·       Analyze procurement requirements and determine appropriate procurement methods and forecasting. 

ii.           Sourcing and Supplier Management:

·       Prepare and issue Request for Quotations (RFQs), Request for Proposals (RFPs), and Invitation to Bids (ITBs) to potential suppliers.

·       Evaluate bids and proposals received, ensuring compliance with technical specifications and evaluation criteria.

·       Conduct supplier evaluations and assessments to ensure supplier capacity, performance, and compliance with organizational standards.

·       Negotiate contracts and terms with suppliers to achieve favourable terms and conditions. 

iii.          Contract Management:

·       Oversee the management of contracts throughout their lifecycle, ensuring compliance with contractual obligations.

·       Monitor supplier performance and address any issues or concerns that arise.

·       Conduct periodic contract reviews and recommend modifications or improvements as necessary.

·       Coordinate with legal and finance functions to ensure contract compliance and timely payments. 

iv.          Compliance and Risk Management:

·       Develop and/or review procurement rules, procedures, and guidelines to align them with ACBF’s strategy and business model.

·       Ensure compliance with organizational procurement policies, procedures, and guidelines.

·       Conduct risk assessments and develop risk mitigation strategies.

·       Monitor and report on procurement activities, including tracking key performance indicators and providing regular updates to management. 

v.           Stakeholder Engagement:

·       Collaborate with internal stakeholders to understand their procurement needs and provide guidance and support.

·       Build and maintain relationships with suppliers, ensuring effective communication and resolving any issues that may arise.

·       Coordinate with other departments, such as finance and legal, to ensure alignment and effective collaboration.

• ·       Provide procurement advice during grant negotiations on the conditions and procedures for recruitment of personnel and acquisition of goods and services required for projects financed by ACBF.
• ·   Participate in the design, processing, administration, and evaluation of projects with emphasis on procurement and consultancy contract management. 

vi.          Facilitate knowledge sharing and Learning

• ·       Organize training for Business units and projects on ACBF procurement policies and procedures.
• ·       Coach staff in the procurement unit, establish goals and evaluate performance.
• ·       Collate lessons learnt from supervision missions and best practices in procurement to improve the Procurement function.
• ·       Represent the Foundation in meetings, workshops, and conferences related to procurement 

At the Project Level:

vii.         Provide procurement support to Projects 

·       Develop guidelines and procedures for project procurement activities.

·       Provide guidance and support to projects in developing their procurement plans and processes.

·       Review project procurement documentation and ensure compliance with ACBF procurement policies and procedures.

·       Monitor project procurement processes to ensure timely and efficient procurement of goods and services.

·       Provide advice and guidance to projects on contract management and payment conditions. 

viii.        Supervision, technical assistance, and capacity building

·       Conduct periodic reviews and assessments of project procurement activities to identify areas for improvement.

·       Organize training and workshops for projects on procurement policies, procedures, and best practices.

·       Provide technical assistance and guidance to projects to develop their procurement capacity.

·       Foster knowledge sharing and learning among projects by facilitating networking and collaboration opportunities.

·       Through supervision missions, monitor and evaluate sub-grantee procurement performance, including establishing performance indicators and benchmarks for project procurement activities.

·       Provide feedback and recommendations to sub-grantees for improving their procurement processes and practices.

·       Prepare reports on sub-grantees procurement performance for management review and decision-making.

Desired Qualifications, Competencies, and Experience

·       Master’s degree in Business Administration, Purchasing and Supply Chain Management, Finance, Economics, Development Studies or related field, and a professional Procurement certification such as CIPS, CPSM, CPPB, or other recognized certifications.

·       A minimum of six (6) years of progressive experience in a developmental organization is desirable. Experience in procurement for projects would be an advantage.

·       Ability to draft clear concise procurement documentation and reports.

·       Excellent knowledge of English Language.  Working knowledge of French would be an added advantage.

Personal Characteristics

• ·       Strong communication skills, ability to analyze, negotiate and resolve issues both orally and in writing.
• ·       Good interpersonal skills and the ability to communicate clearly and effectively at all levels.
• ·       Possession of teamwork and client-service orientation and ability to develop and maintain effective work relationships.
• ·       Strong analytical and problem-solving abilities.
• ·       Strong knowledge of procurement principles, practices, and regulations.
• ·       Familiarity with international procurement guidelines, such as those of international development institutions, is desirable.
• ·       Ability to work effectively in a multicultural and diverse environment. 

Compensation

The African Capacity Building Foundation offers a competitive salary commensurate with experience.  The Foundation provides a very generous package of benefits. 

About the African Capacity Building Foundation

For more than 30 years, The African Capacity Building Foundation (ACBF) has been building human capital and institutional capacity for Africa’s sustainable development. With membership from 40 African Countries, the African Development Bank, the United Nations Development Program, The African Union, and The World Bank, ACBF is the leading institution for capacity development in Africa. While serving all actors, ACBF recognizes the importance of and pays attention to improving the effectiveness of Africa’s public sector institutions at local, national, regional, and continental levels to become effective systems integrators and catalyzers of sustainable and transformative change.

Since its creation in 1991, ACBF has trained over 50,000 personnel in civil service, most of whom hold key positions in Ministries of Finance, Planning or Economic Development and Central Banks across the continent. The Foundation has established a network of over 50 think tanks supporting evidence-based policymaking across Africa and conducted numerous policy research/analyses, which have been critical in informing economic management and establishing benchmarks for success. 

The Foundation currently maintains offices in Accra, Addis Ababa, Harare, and Nairobi. 

To apply for this position please submit in confidence a resume and a cover letter that details why you are a good fit for this career position quoting the reference, “Business Development Manager /13/2023,’ to   E-mail:  Recruitment@acbf-pact.org

 Please note, only candidates under serious consideration will be contacted. 

The African Capacity Building Foundation is an Equal Opportunity Employer

We strongly encourage qualified female candidates to apply.

For detailed information and the application process, visit our website on https://www.acbf-pact.org/work-us/vacancies