Job Title: Acquisition Officer
Job Location: Guinea Bissau
Travel Requirement: Up to 40% (Local)
Language Proficiency: English and Portuguese (both compulsory; French is an advantage)
Introduction:
Our clients, a national government body and an international organization donor, are collaborating to establish a unit aimed at enhancing monitoring, systems, fiduciary management, and program management, including the skills of staff managing NGO donor grants. This NGO donor subsidy management unit at the Ministry of Health reports directly to the Director General of Health System Administration (DGASS) and is supervised by him. The objective of this role is to define the mission and specific tasks related to the position of Acquisition Officer for the NGO grants.
Role Summary:
Under the authority of the management unit coordinator, the Acquisition Officer will be responsible for preparing the annual procurement plan, monitoring its execution, and periodically updating it. The role includes preparing tender documents, overseeing procurement procedures, and monitoring the execution of contracts concluded for donor subsidies. The Acquisition Officer ensures compliance with principles of transparency, fair access, objectivity, national procedures, and donor requirements through approved procedure manuals and grant agreements.
Mission and Responsibilities:
Schedule:
- Prepare the provisional annual procurement plan based on the signed subsidy agreements and update it as necessary.
- Oversee the entire planning and acquisition process for projects/programs managed by the unit.
- Collaborate with relevant services for purchasing and acquiring assets and services.
- Verify the coherence and compliance of terms of reference drawn up by unit staff and other entities responsible for implementing public procurement grants.
Preparation of Tender Documents:
- Prepare tender documents and requests for proposals, ensuring they receive necessary approvals from national authorities and donors.
- Prepare pre-qualification/pre-selection processes for works, supplies, companies, individual consultants, and other services.
- Ensure dossiers receive necessary approvals in accordance with established thresholds.
- Perform quality control on tender documents and proposals to be submitted to donors.
- Organize the publication of advertisements, proposal opening sessions, and validation of proposals.
Acquisition:
- Prepare and ensure the publication of general and specific notices for consultancy services, pre-selection, and tenders for works and supplies.
- Ensure all phases of the tender or proposal evaluation process are included in the agendas of contracting committees.
- Maintain confidentiality in the evaluation of competitions, applications, and/or proposals, ensuring necessary approvals from government departments and donors.
- Prepare contracts, ensuring they are signed, approved, endorsed, registered, and notified according to procedures.
- Publish contract results and inform non-selected tenderers of the results.
- Ensure the return of tender guarantees to excluded tenderers.
- Submit non-objection requests related to contract awards to donors when necessary.
- Perform quality control on all competition evaluation reports before sending them to donors for approval.
- Ensure compliance with the public procurement code of the Republic of Guinea.
Execution of Contracts:
- Assist the management unit team in managing contracts to ensure compliance with contractual clauses.
- Communicate contractual commitments to unit members and implementing entities.
- Arrange for the supervision of contract execution according to specific requirements.
- Organize acceptance committees for supplies, works, and services, ensuring compliance with contract specifications.
- Ensure the safe delivery and storage of goods and services as specified in contracts.
- Ensure timely and efficient service provision.
- Prepare and present a quarterly activity report to the local unit coordinator.
Database:
- Establish and maintain a directory of suppliers and companies created following a call for expressions of interest.
- Enrich the database with files of candidates who responded to consultations and public competitions.
- Maintain a list of commonly used unit prices for standard supplies and equipment.
Archiving:
- Ensure proper archiving of contract files.
Qualifications and Experience:
- Higher or university education (Secondary studies diploma +4/5) in economics, management, finance, or an equivalent degree.
- At least five (5) years of general professional experience, including at least three (3) years of proven experience in a similar position on a project.
- Desirable knowledge of projects financed by donors (Gavi, Global Fund, World Bank, AID, ADB, IFAD, USAID, and/or other international institutions).
- Good written and oral proficiency in Portuguese and French. Knowledge of English is an asset.
- Ability to work well in a team and under pressure.
- High level of organization and professional discipline.
- Proficiency in computer tools.
How to Apply:
Interested and qualified candidates can apply by sending their CV and cover letter to [email protected] on or before June 30th, 2024.
