Job Description - Procurement Officer (PS 4)

Job Description

Procurement Officer (PS 4)

The Procurement Officer will implement the organization’s Procurement Plan prepared in accordance with the project’s/MoH’s Procurement and Supply Management Plan submitted to the World Bank and Ministry of Finance.

Scope of Service:

Responsible for calling for quotations, supplier analysis, negotiations, payments, Technical Evaluation Committee (TEC) reports, Procurement Committee documentation, and approvals for purchases/imports.
Execute the procurement of medical equipment, health products, goods, and services including consultancy services, civil works, non-health products, and non-health equipment in compliance with World Bank guidelines and Ministry of Finance regulations on procurement.
Prepare the necessary documentation for procurement, e.g., bid documents for International Competitive Bidding, National Competitive Bidding, and National Shopping Procedures.
Ensure that all procurements adhere to World Bank guidelines.
Support the TEC by assisting in the preparation of TEC reports in line with the NPA guidelines.
Support the Project Procurement Committee (PPC) regarding the award of contracts and other procurement-related issues, ensuring meeting minutes and documentation are available.
Monitor procurement activities of the PPC, Ministry Procurement Committee (MPC), and Regional Procurement Committee (RPC) for compliance.
Maintain an Assets Register (current and fixed assets) of all purchased items with relevant details.
Prepare contractual agreements with the Medical Supplies Division, MoH; National Medicines Regulatory Authority (NMRA), and other relevant organizations.
Submit frequent (weekly) analysis reports on procurement status (including order placement, delivery, and payment settlement details) to the Project Manager and Project Accountant.
Take urgent actions to inform the Project Manager of any deviations, delays, and other issues.
Coordinate procurement, including order placement, continuous review, and timely clearance upon arrival.
Maintain effective coordination with suppliers and service & maintenance agents, ensuring timely delivery to the correct locations.
Coordinate payments and settlements related to procurement with the Project Accountant, Finance Supervisor, and Finance Assistant.
Coordinate with PCMU Officials for effective procurement implementation.
Assist/support other World Bank projects of the Ministry of Health, if required.
Perform any other tasks related to procurement designated by the Project Manager.