Procurement and Contracts Officer

Job Objective
To execute and secure approvals for purchase orders issued by the department, ensuring they meet all terms and incorporate the specifications and requirements of the various departments and sections; and to verify materials upon receipt, issuance, and storage.

Tasks and Responsibilities

1. Execute the procurement plan for materials and equipment, and monitor progress in accordance with approved guidelines and best practices.
2. Implement policies and initiatives for cost rationalization and revenue generation; manage and minimize costs related to procurement, hospitality, travel, transportation, and general services within the department.
3. Document procurement and supply operations in the approved records.
4. Verify tender and procurement documentation and issue solicitations to suppliers, contractors, and service providers.
5. Process orders for materials or supplies, ensuring the timely availability of departmental requirements at the best quality and price.
6. Participate in preparing reports regarding the lifecycle of tenders, contracts, and procurement activities.
7. Register suppliers, contractors, and service providers in the approved vendor registry.
8. Prepare and update the supplier database for companies or establishments wishing to bid on projects and programs launched by the Department.
9. Participate in supplier follow-up procedures and the provision of after-sales services, including warranty and maintenance.
10. Coordinate the implementation of periodic recommendations with suppliers to enhance performance levels and ensure the delivery of optimal services.
11. Prepare necessary data reports regarding performance indicators, in coordination with Procurement Unit staff.
12. Draft and maintain records of memos, correspondence, and meetings related to the role, and ensure their implementation.

13. Follow up on decisions and circulars related to the work and ensure their implementation in accordance with established procedures.