Procurement Officer at Economic Community of West African States (ECOWAS) Full Time

Job Title: Procurement Officer

Location: Lome, Togo
Grade: P3/P4
Division: Administration and Finance
Line Supervisor: Head of Administration and Finances
Supervising: Procurement Assistant

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:

• 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 team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.
• Ability to respect the chain of command in an appropriate manner.
• Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval.
• Ability to utilize the Code of Ethics to manage self, others, information, and resources.
• Ability to mentor others and create feedback loops with supervisors, colleagues, and subordinates to build strong working relationships and improve performance.
• Contribute to maintaining organizational unit’s performance goals and standards.
• Interpersonal skills with the ability to keep a client informed of progress or setbacks in projects of relevance to the timeline, quality, and quantity.
• 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 needs, 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 client service standards.
• Demonstrate respect for cultural differences, fairness, and ability to relate well with People from varied backgrounds, nationality, gender, ethnicity, race and religion.
• Understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy.
• Ability to listen actively, consider people’s concerns and apply judgement, tact, and diplomacy.
• Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.
• Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Ability to encourage, empower, and advocate for people in an unbiased and transparent manner.
• Knowledge of ECOWAS institutions, sectors, programmes and policies.
• Knowledge of ECOWAS internal operational requirements of programs, projects, services, and systems required to achieve work assignments and meet performance goals.
• 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.
• Knowledge of member states development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.
• 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.
• Demonstrate operational computer proficiency using appropriate tools.
• Ability to make 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 in a succinct and organized manner through both writing and verbal means,
• Exhibit interpersonal skills, make presentations, express opinions, and debate ideas with others in a constructive manner.
• Proficiency in information communication technologies (ICT).
• Fluency in oral and written expressions in one of the ECOWAS official languages of the Community (English, French & Portuguese). Knowledge of an additional one will be an added advantage.
• Ability to develop and implement an individual action plan for achieving specific work goals.
• Identify, organize, and monitor tasks throughout to facilitate execution.
• Ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others to set and meet deadlines.
• Ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators, and risks.
• Ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.

Salary
USD65,357.05 – USD76,632.37 Annually.

Application Closing Date
6th March, 2024.

Method of Application
Interested and qualified candidates should send their correctly filled Application Form, Curriculum Vitae (CV) and a Motivation letter to: [email protected] using the Job Title as the subject of the mail.

Note

• Female applications are encouraged.
• Only shortlisted candidates will be contacted. Applications initially submitted with only the CV remain acceptable.
• ECOWAS does not charge a fee for recruitment and will not request for your account details.