The posting
About the Role
The incumbent is responsible for independently managing end-to-end sourcing and tender exercises from procurement planning through contract award. Working closely with business users, evaluation committees and approving authorities to ensure that procurement exercises are properly structured, competitively conducted, well documented and completed in accordance with the organisation’s Procurement Manual, Financial Regulations and governance requirements.
The role requires direct, hands-on experience independently preparing comprehensive formal ITQ or ITT documents, facilitating tender evaluation processes, analysing commercial and quality submissions, and drafting clear, well-supported award recommendations or approval papers for management consideration.
Major Duties and Responsibilities
Procurement Planning and Stakeholder Advisory
- Advise business users on the appropriate procurement approach, sourcing strategy, evaluation methodology and procurement timeline.
- Review and refine requirements, specifications and scope of work to ensure that they are clear, complete, non-restrictive and suitable for tender.
- Conduct tendering and sourcing activities according to established organizational procedures
- Develop procurement plans for assigned exercises, including key milestones, evaluation approach, approval requirements and contract considerations.
- Guide stakeholders on compliance with the Procurement Manual, Financial Regulations and applicable approval requirements.
Tender and Sourcing Management
- Independently manage end-to-end procurement exercises, including ITQs, ITTs, RFPs, direct contracting exercises and contract variations.
- Prepare complete procurement packages, including instructions to tenderers, conditions of contract, specifications, pricing schedules, evaluation criteria and administrative requirements.
- Coordinate publication, supplier briefings, site visits, tender clarifications, closing and opening activities.
- Ensure that all supplier communications are properly managed, documented and conducted in a fair and transparent manner.
- Monitor procurement timelines and proactively follow up with stakeholders to ensure timely completion.
Evaluation and Award
- Facilitate evaluation committee meetings and guide evaluators on compliance checks, evaluation criteria, scoring methodology and conflict-of-interest requirements.
- Conduct or coordinate preliminary compliance checks, commercial evaluation, price benchmarking and quality analysis.
- Consolidate evaluation scores, comments, clarifications and committee deliberations into a complete evaluation record.
- Identify procurement, contractual, commercial or governance risks and recommend appropriate mitigation measures.
- Draft evaluation reports, award recommendations, approval papers and other management submissions for review and approval.
- Follow through on approvals, supplier notification, contract finalisation and award documentation.
Contract and Procurement Governance
- Support contract award, renewal, extension, variation, performance review and closure activities.
- Maintain complete and accurate procurement records to support governance, audit and management review.
- Monitor compliance with procurement policies and escalate deviations or control concerns promptly.
- Support internal and external audits and provide the necessary procurement documentation and explanations.
- Contribute to improvements in procurement templates, procedures, systems and controls.
Operational Responsibilities
- Support purchase-order issuance and procurement-system administration where required.
- Provide occasional support to other Corporate Services activities, without detracting from the role’s primary procurement responsibilities.
- Perform other duties assigned by the Manager, Senior Manager or Head of Procurement & IT.
Other Requirements
Experience
- Minimum 4 years of relevant procurement experience, preferably in a regulated, government-linked, public-sector or similarly governed environment.
- Demonstrated hands-on experience independently managing formal ITQ, ITT or RFP exercises from planning through contract award.
- Proven experience drafting comprehensive tender documents, evaluation reports, award recommendations and management approval papers.
- Experience conducting price analysis, market benchmarking, supplier clarifications and commercial assessments.
- Familiarity with procurement governance, audit requirements, contract administration and approval controls.
- Experience with e-procurement or ERP systems would be advantageous.
- Experience managing complex, high-value or cross-functional procurement exercises with minimal supervision.
- Experience reviewing procurement work or guiding colleagues and stakeholders would be advantageous.
Technical Competencies
- Strong knowledge of end-to-end procurement and tender-management processes.
- Strong drafting and analytical skills, with the ability to produce clear, structured and defensible procurement documents.
- Ability to translate operational requirements into suitable tender specifications and contractual deliverables.
- Strong commercial awareness and ability to assess price reasonableness, value for money and procurement risks.
- Proficiency in Microsoft Word and Excel, particularly in preparing lengthy formal documents, pricing comparisons and evaluation analyses.
Behavioural Competencies
- Able to independently drive procurement exercises and maintain momentum across multiple stakeholders.
- Confident in facilitating evaluation meetings and constructively challenging incomplete or non-compliant submissions.
- Detailed-oriented, organised and capable of managing concurrent tenders and deadlines.
- Strong judgement, integrity and commitment to fair, transparent and auditable procurement.
- Able to communicate procurement requirements clearly to both operational staff and senior management.
- Candidates with experience beyond transactional procurement activities, particularly in sourcing, tender management, vendor evaluation and contract management, would be advantageous.
