Background
The Ministry of Health (MOH) works with development partners, implementers and various Government Departments to deliver health care services to the Sierra Leonean Population. The transaction costs associated with managing multiple donor funds separately, through different uncoordinated structures, has led to the establishment of the Integrated Health Projects Administration Unit (IHPAU) in the office of the Chief Medical Officer. IHPAU intends to integrate all donor-funded projects to be centrally managed by one coherent unit that is integrated within the MOH structure.
The Integrated Health Projects Administration Unit (IHPAU) is an integral structure of the MOH designed to integrate management of all donor-funded projects. With supervision from the office of the Chief Medical Officer, IHPAU manages donor-supported projects by ensuring quality financial management; timely procurement of Goods and services; and efficient monitoring, evaluation, accountability and learning on all donor-funded projects. IHPAU also perform similar responsibilities for other health projects supported by World Bank, GAVI Alliance, IsDB, African Development Bank, UK Aid, the EU, and UN Agencies.
It is imperative to have dedicated staff for Global Fund-funded Grant Cycle 7 (GC 7) to support MOH programmes and Directorates in the implementation of the “Strengthening System for health and scaling up of high impact interventions for HIV, Tuberculosis and Malaria to attain Universal Health Coverage”. The GC 7 will be implemented for three (3) years staring 1st July 2024 and ending 30th June 2027.
Position: SENIOR PROCUREMENT OFFICER x1
Location: Freetown
ROLE SPECIFICATION FOR SENIOR PROCUREMENT OFFICER:
Location: Freetown
The Senior Procurement Officer will directly support the Procurement Specialist to providing level technical support to enhance the work of the Procurement Department within GF-IHPAU, particularly in assisting in the areas of preparing specifications, solicitation documents, managing evaluations, drafting requests for No Objection from the donors and supporting vendor selection processes. The Senior Procurement Officer will also work very closely with staff within the Department and other Departments within GF-IHPAU to ensure successful implementation.
DUTIES AND RESPONSIBILITIES:
- Work together with the Procurement Specialist to ensure all procurements are following the Joint Fund Management Manual, procurement legislation of the Government of Sierra Leone. i.e Support and implement the IHPAU’S Procurement Strategy.
- Manage tendering process once Terms of References, Scope of works, Bill of Quantities and/or specifications have been agreed by the Sub Recipient (SR) and budget holders (for high value procurements). Budget Holders will be kept informed of all tenders and their progress. In all cases, to ensure that timescales are met and that tendering procedures and NPPA guidelines are met.
- Supports the Procurement Specialist with the organization, development, programming and monitoring of tasks and plans for future implementation.
- Review standard procurement contract documents and payment requests prior to forwarding to the Procurement Specialist.
- Manage all contracts, cross-cutting contracts due for reviews, identifying areas of non-compliance to contracts and agreeing action plans with suppliers/contractors/consultants for rectifying issues. Instigate actions under the terms of the contract should providers continue to default on their contractual obligations.
- Support the establishment of benchmarking in comparative costs to inform budget commitments for specific user groups; undertake market analysis for low value categories and sub-categories and put forward recommendations as to how approved activities can be met within budget.
- Support the Procurement Specialist to prepare progress updates of all procurement cases as and when required.
- Liaise, communicate, negotiate, and consult with Head of Programme/Directorate and staff, other Internal Stakeholders, External Stakeholders, service providers and others and to contribute to the development of consultative mechanisms and partnership processes.
- Record and communicate to staff, providers, service users and their advocates contracting and procurement strategies and plans, to ensure that appropriate information systems and procedures relevant to the contracting function are developed and maintained.
- Supports other initiatives/projects which contribute to the council achieving its procurement objectives, including supporting the development of service standards, strategies, processes, and standard documents.
- Respond and resolve supplier and end user queries in a timely manner.
- Develop, maintain, and operate data analysis systems and processes to ensure high quality data and information.
- To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities.
QUALIFICATIONS:
- Bachelor’s degree in business administration, or Social Science related field, or a Diploma in procurement, Supply Chain
Experience:
- 5years working experience in the field of procurement with 3 years’ experience working in a donor funded project in similar role.
- Manage vendor relationship and performance.
- Strong negotiation skills to negotiate best buy purchases.
- Operational Execution of sourcing strategy, project planning, analytics, negotiations, contract administration