Roles and responsibilities
Strategic focus:
Ensure all procurement cycle processes are carried out to achieve value for money, transparent and
adhere to good procurement practice.
Ensure all procurement decisions are each taken in line with TMEA governance structures and processes.
Providing appropriate procurement advice, support, guidance and challenge, at all stages of project
cycle, especially at initial design stage, business and procurement planning, including progressing pre–
tender market engagement opportunities and also including contract management.
Detailed familiarisation with all projects and mobilisation plans across relevant Country and Regional
teams and their link to the Results Framework.
Schedule, organise and remind attendees to discuss procurement plans and strategies on at least a
monthly basis, store up to date respective procurement plans, develop a system of monitoring on–going
and up–coming work and ensure that every process is up–to–date, and information is real–time in teams.
Regularly review Regulations and Procurement Procedures Manuals and submit any
changes/improvements for approval to the Procurement Manager.
Lead on the reporting of KPIs to senior management and Board.
Manage all supply side inte
Operational focus
ractions during procurement cycle processes, including responding to
tenderers queries in a professional and timely manner.
Draft advertisements, pre–tender market engagement material, tender documents including but not
limited to Expression of Interest (EOI), Request for Proposals (RFP), Invitation to Tender (ITT), timetable/s
and contract management documentation, and when approved, place them in agreed publications,
websites, as applicable.
Lead and guide evaluation panels on evaluation process and evaluation criteria whilst ensuring fairness
and consistency to desist from prejudice to suppliers.
Draft evaluation reports on all submissions made at all tender processes for presentation to the Tender
Committee (TC) and/or Head of Procurement.
Communicate tender outcome notifications to all bidders and provide clear, objective, useful supplier
feedback, in a professional and timely manner.
Organise for pre–contract Due Diligence (DD) where it is required.
Prepare draft contracts for signature, ensuring that supporting documentation, are approved at the
appropriate level and consistently with accuracy.
Monitor issuance of contracts and receipt of signed versions back from consultants whilst ensuring that
no consultant/ suppliers are engaged without a fully signed contract.
Ensure relevant key and supporting documentation relating to contracts is stored electronically and is
easily retrieved especially by people outside the procurement team.
Assist teams in undertaking contract management, including monitoring performance by consultants/
companies, reviewing receipt of reports and assisting teams in quality control/ assurance.
Ensure that all contract amendments are drafted on time once sound justification is done and comply
with the procurement policy.
Maintain and continually update relevant registers, for e.g., procurement tracker, procurement plans,
adverts, quarterly risk registers etc.
Lead on gathering the supporting information required to respond to various internal and external audits.
Assist with training programmes and deliver content as necessary.
Stakeholder Management
Develop and adopt a customer/programme-centric, problem-solving approach to protect and deliver the Results Framework.
Develop and maintain strong relationships with all internal and external stakeholders, including TMEA
colleagues, partners and donors and meet with them regularly with country and regional colleagues to
provide relevant advice and guidance, specific to circumstances.
Corporate level responsibilities
Apply the highest standards of controls and risk management practices and behaviours and embed a
positive risk and control culture.
Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all
types of risk (including fraud risk) applicable to my role.
Understand and comply with the relevant end-to-end processes including applicable risks and controls.
Seek to identify, understand, and escalate risk events/incidents/ issues on a timely basis focusing on
fixing root-causes and taking ownership of identified mitigating actions.
Complete all relevant mandatory trainings within the stipulated timelines.
Ensure compliance with PCM guidelines throughout the project design and implementation cycle,
including reporting and closure.
Ensure compliance with grant management procedures and guidelines including appraisal, selection,
implementation, reporting and closure.
Contribute to the development/revision of tools and procedures to document and share knowledge,
incentivise staff/teams and enforce compliance and standards.
Participate in regular informal and formal reflection, knowledge sharing and learning events.
Document lessons learned and best practices for knowledge sharing and learning.
Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and
procedures.
Maintain zero tolerance to bribery, fraud, and corruption, and ensure the immediate reporting of any
corruption or suspect behaviour that threatens TMEA’s reputation.
Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns.
Any other related responsibilities that may be assigned by the line manager from time to time.
Academic and professional qualifications
An undergraduate degree OR a post graduate degree from a recognised university.
Membership of and certification by relevant professional body (such as CIPS or Equivalent).
Work experience
For undergraduate degree holders, a minimum of five years relevant experience preferably in a busy
medium sized organisation OR a postgraduate degree plus a minimum of three years’ relevant
experience.
Working knowledge of procurement best practice in the African region.
Technical skills and behavioural competencies
Proficiency in French and English is a MUST (both spoken and written)
Honesty and integrity
Proactive, self–motivated and results focused
Ability to work effectively with staff and external partners with gravitas and influence
A good TMEA team player.
Ability to make decisions in difficult operating environments
Ability to handle multiple tasks
Ability to handle multiple tasks and provide regular feedback on progress
Ability to prioritise and pay attention to detail and manage time effectively
Good planning, management and organising skills, ability to prioritise and pay attention to detail
Good oral, written communication, and presentation skills.
Proficiency in MS Office applications
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