Deputy Director, Resource Centre at The Public Procurement Regulatory Authority (PPRA)

Job Purpose

• The purpose of this job is to coordinate and provide strategic leadership in managing information through the public procurement information portal and maintain a central repository of the public procurement and asset disposal system in line with Section 9 (K) and (m) of the Public Procurement and Asset Disposal Act.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• Coordinate the development of policies and strategies for managing the Public Procurement information state portal.
• Lead in the development of policies and strategies public procurement and asset disposal central repository, knowledge management information.
• Manage the Public Procurement and Asset Disposal Resource Centre with all relevant artefacts & documentation.
• Coordinate the development and management of a central database on:
  • Complaints against procuring entities;
  • Debarred contractors;
  • Market prices of goods, services and works;
  • Benchmarked prices;
  • State organs and public entities that are non-compliant with procurement laws;
  • Statistics relating to public procurement and asset disposal;
  • Price comparisons for goods, services and works; and
  • Any information related to procurement that may be necessary for the public.
• Coordinate the review, development, and implementation of knowledge management policies and procedures.
• Oversee the development and maintain knowledge management systems, policies, frameworks, and mechanisms for effective knowledge transfer and organizational learning.
• Lead in the execution and enforcement of knowledge management systems, policies, frameworks, and mechanisms for effective knowledge transfer.
• Lead the mainstreaming of risk management strategies within the Department.
• Coordinate the mainstreaming of quality management policies and strategies within the Department.
• Undertake knowledge assessment to identify the extent to which existing knowledge is in alignment with its strategic requirements and the shortfalls and gaps in knowledge needed to support the Authority’s goals.
• Facilitate an environment/atmosphere which fosters innovation and knowledge sharing and dissemination.
• Facilitate the establishment of communities of practice to provide for learning and a platform for innovation.
• Facilitate the development and implementation of a reward and recognition system for innovation and knowledge sharing.
• Oversee the maintenance, preservation, and archiving of knowledge in the areas of public procurement in collaboration with the relevant institutions.
• Initiate and develop information security management strategies to safeguard knowledge management resources.

Operational Responsibilities / Tasks

• Advise the Director, Research, Innovations, and Business Systems on the implementation of the central repository and information arising from the Public Procurement Information Portal.
• Oversee the management of the daily operations of the Resource Centre.
• Consolidate monthly, quarterly, and annual reports.
• Provide relevant information from the Resource Centre to other internal departments and external stakeholders/partners.
• Create relevant databases and update that information in compliance with data protection laws.
• Mentor and coach Resource Centre staff.
• Implement the Performance Management System in the department.
• Develop and implement strategies to mitigate risks in knowledge management.
• Identify and understand stakeholder information requirements and ensure the systems put in place are able to capture the necessary data.
• Prepare and implement departmental budgets, procurement, and asset disposal plans and work plans.
• Implement Board resolutions regarding the central repository and the state portal.
• Chair departmental meetings.
• Nominate staff from the department to various committees at the Authority.
• Sign off departmental documents.
• Submit departmental reports to the Director – Research, Innovations, and Business Systems.
• Monitor implementation of contracts regarding the department on behalf of the Authority.
• Appraise staff of the department.

Job Dimensions

Financial Responsibility

• Oversee the implementation of the departmental approved budget and procurement and asset disposal plan.
• Initiate departmental expenditure.
• Direct the preparation of the departmental procurement and asset disposal plan.
• Steer the implementation of departmental resource mobilization strategies.

Responsibility for Physical Assets

• Take full responsibility for the assets under the department.
• Report to the head of procurement through the head of administration on all assets under his/her care that require disposal.

Decision Making / Job Influence

• Strategic
• Financial
• Analytical
• Tactical
• Operational

Working Conditions

• Predominantly works in an office setting at the headquarters with occasional international and local travels.
• Deals with sensitive and risky matters.
• Operates within legislated timelines and strict deadlines, resulting in long hours.

Job Competencies (Knowledge, Experience, and Attributes / Skills)

Academic Qualifications

• Master’s degree in Information Sciences or equivalent from a recognized university.
• Bachelor’s degree in Information Sciences or equivalent from a recognized university.

Professional Qualifications / Membership to Professional Bodies

• Professional qualification and membership to a professional body in good standing.
• Management course lasting not less than four (4) weeks or its equivalent.

Previous Relevant Work Experience Required

• A minimum period of ten (10) years of relevant work experience, four (4) years of which should have been at the level of management.

Functional Skills, Behavioral Competencies/Attributes

• Team player
• Organizational skills
• Time management and ability to prioritize work
• Attention to detail and accuracy
• Communication and interpersonal skills
• Analytical skills