Procurement Manager

Purpose of the Job

The position exists to conduct and manage all procurement activities for Tobacco Industry and Marketing Board (TIMB) and its subsidiaries, ensure that the materials, works and service requirements are met.

Planning of Procurement Activities

• Draws procurement plans upon receiving approved procurement requests from Departmental Heads.
• Leads in the drawing of procurement policies and procedures for TIMB.
• Acts as procurement reference for TIMB.
• Prepares TIMB procurement budget annually.
• Manages the procurement budget on monthly basis.
• Interfaces with Senior Managers to prioritize procurement activities.
• Provides procurement planning and control information by collecting, analyzing and summarizing data and trends daily.
• Adopts and approves appropriate method of purchasing for each procurement to be carried out.
• Provides strategic procurement advisory service to Executive Management.

Prepare solicitation documents and evaluation reports

• Prepares tender documents upon receiving technical specifications from user departments.
• Presents tender documents to Management Procurement Committees for approval as guided by tender thresholds.
• Invites bidders to participate in tenders through competitive processes i.e. obtains quotations, issues letters for RFQ, advertises open tenders.
• Write letters of procurement proceedings to the Procurement Authority of Zimbabwe for approval by the Chief Executive Officer.
• Coordinates and conducts inspection in loco of suppliers.
• Checks evaluation reports prepared by Procurement Officer as guided by tender thresholds.
• Prepares evaluation reports for presentation to Management and Executive Procurement Committees for approval as guided by tender thresholds.

Manage bidding processes

• Conducts pre-bid meeting with prospective suppliers as and when necessary.
• Carries out market trends analysis.
• Manages receiving of bids and quotations.
• Opens tenders as and when required.
• Attends to supplier queries when received.

Contracts management

• Processes the approval/award of tenders.
• Negotiates contracts with suppliers.
• Consolidates tender documents and agreed positions from negotiations for drafting of contracts.
• Issues purchase orders and contracts to suppliers.
• Facilitates contractor induction into TIMB for users to implement the contract.
• Expedites delivery of orders and performance of contracts.
• Monitor and appraise service level agreements with suppliers.
• Ensures suppliers are paid on time.
• Processes any variations of contracts as they occur.
• Produces periodic procurement reports.
• Collaborates with users in managing contract milestones and lifespans.

Performance management and staff development

• Ensures that all PMU employees have performance contracts annually.
• Conducts performance reviews at agreed times.
• Identifies and recommends training as and when required.
• Draws Risk register and Business Continuity Plan (BCP) for Procurement Section.
• Manages the Risk and BCP for the section.

Risk Management

• Ensures all procurement activities comply with legal requirements and identifying potential risks in the procurement process are also key responsibilities
• Manages all risks within the Unit and put in place risk identification and mitigation measures.

Education

• Degree in Procurement/ Purchasing & Supply Management or equivalent
• Professional qualification in Procurement/Purchasing

Experience

• 5 years’ experience in Procurement of which 2 years must be at Management level.
• At least 3 years’ experience in Public Procurement
• Class 4 drivers licence