Procurement Officer at Trade Mark East Africa

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