Procurement Officer, Works at Economic Community of West African States (ECOWAS)

Job Code: 20000297
Grade: P3/P4

Role Overview

• Under the supervision of the Head of the Procurement Division, the incumbent shall be responsible for the management of the daily procurement activities (including for Grants) in the division from the request to the delivery of Works.

Role and Responsibilities

• Prepare and execute procurement plans to support business and operational needs based on requirements stated in the business plans and budgets of departments.
• In liaison with Finance, ensure timely funding, and/or resolution of any funding issues in relation to procurement activities.
• Maintain awareness of market conditions, including source lists, price availability and competitiveness, and ensure that costs are fair and reasonable prior to approving any purchase.
• Assist the various Department in the finalization of the terms of reference or specifications for their various needs and make recommendations to ensure compliance with rules and procedures of ECOWAS or Donors for Goods and services.
• Prepare bidding documents including draft contracts and other procurement documents, as directed by the Head of Procurement
• Prepare all the notices for publication (Invitation for Bids, Prequalification notices) as agreed upon.
• Keep track of the status of each procurement – from request to delivery or receipt by the requester – ensuring that priorities are met.
• Assist all the evaluation Committee in the evaluation of bids and ensure compliance with rules and procedures.
• Prepare all the evaluation reports in line with the decision of the evaluation Committees.
• Finalize all Contracts for Signature and monitor in liaison with the User Department their implementation.
• Produce/provide quarterly reports covering works contracts for the Commission and on the implementation of the approved procurement Plan.
• Maintain a central register of main contracts to accurately record the status of contracts with contractors, develop an appropriate database for main contractors and track service level agreements with vendors, Contractors, and Consultants.
• Ensure a proper archiving of all Procurement related documents (Procurement Plan, Tender Dossiers, Publications, evaluation reports, contracts);
• Undertake any other official task as assigned by Superiors.

Academic Qualifications and Experience

• Bachelor's Degree (or equivalent) in Business Administration, Public Administration, Commerce, Supply Chain, Law, or a related field from a recognized University.
• 5 years of progressively responsible experience in finance, administration, budget, business administration or a related area; experience working in finance uniting an International Organization, NGO, or Multilateral Aid Agencies or equivalent; experience working with financial processes of pooled funds.
• Knowledge of procurement policies, processes, and procedures and of purchasing and accounting techniques; good judgment and knowledge of financial rules and regulations; ability to research and gather information from a variety of sources.
• Ability to research, collect, record, and preserve all relevant internal control measures and information (including electronic format) ensuring that a comprehensive information chain is established and maintained.
• Knowledge of all operational processes to identify and evaluate weaknesses in surveillance controls; ability to strengthen processes to actively mitigate/eliminate the potential for non-compliance and breach of ethics; ability to create pattern analysis and statistical models of processes and controls to detect anomalies/weaknesses.

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.

Annual Salary
UA49,106.81 / USD77,480.72 - UA56,591.37 / USD 89,289.87