| Applications are invited from suitably qualified and interested individuals to apply for the following positions at National Drug Service Organization (NDSO) in the Procurement Department. | |
| Position | Assistant Procurement Manager |
| Reports to | Procurement Manager |
| Required Minimum Qualifications | Degree in Pharmacy with Qualification in the Chartered Institute of Procurement and Supply (CIPS); OR Diploma in Pharmacy Technology with Five Years Work Experience and at least level 5 Qualification in the Chartered Institute of Procurement and Supply (CIPS); OR Any Bachelor’s degree with at least level 5 Qualification in the Chartered Institute of Procurement and Supply(CIPS) and Five Years’ Experience in Procurement; Or Any Diploma with five years working experience in Procurement and level 6 Qualification in the Chartered Institute of Procurement and Supply(CIPS); Registration with the Lesotho Medical Dental and Pharmacy Council and having the retention Certificate 2024 is a must. |
| Required Minimum Experience | Degree in Pharmacy, minimum two years’ experience of work in Procurement or Supply Chain Activities.Diploma in Pharmacy, minimum five years’ experience of work in Procurement or Supply Chain Activities.Any Bachelor’s degree or Diploma with level 5 or 6 CIPS, Minimum of Five years’ experience in Procurement |
| Summary of the Job Description: The Assistant Procurement Manager (Tenders &Contracts) is responsible for managing tenders, maximising performance of suppliers from the available resources through contract management, promoting best value for money out of all procurements by applying most appropriate method of procurement that adheres to the Public Procurement Regulations of the country, ensuring that there is steady flow of goods and services that meets the Organization’s needs, maintaining sound cooperative relationship with other Departments, overseeing and supervising Procurement Officers and Assistant Procurement Officers and ensuring smooth procurement of the following categories but not limited to, of items procured by NDSO: ARVs, Pharmaceuticals, Medical Supplies, Dental Products and Non-Medical products List of Duties. Management of Tenders and Contracts: Use the Standard Bidding Documents developed within the Organization to develop specific Bidding Documents for the tenders to be floated and semi-tenders (Request for Sealed Quotations). Ensure that tenders are floated after the approval to float from the Chairperson of the Tender Panel, and must use a list of suppliers received from the Procurement Manager. Advertise Prequalification of Tenders as well as ensuring that prequalification document is sent to the Bidders and potential Bidders. Ensure that documentation for and samples for prequalification are sent to the relevant Department Ensure that Procurement Officers follow-up with all Suppliers to confirm receipt of Bidding Documents and participation in the tender. Must make a report of invited suppliers for the tender, by giving indication of suppliers who will be participating in the tender and the reason for those suppliers not participating Attend to all questions from Bidders and where relevant, send the addenda while the Tender is still open as per relevant SOP and ensure a good environment for Bidders’ participation. Organise the Tender opening event, and the subsequent meetings/and events of the NDSO Tender Evaluation Team to the final stage of Presentation to the NDSO Tender Panel until sending the contracts and ensuring that all the Tender procedures are adhered to. Ensure that the Procurement plan drawn by the Procurement Manager is adhered to. Ensure that the Schedule of Activity time frame for each tender is adhered to and signed off. Prepare and issue tender results, contracts and award notifications and ensure that contracts are authorised and sent to the Bidders. Ensure adherence to contract terms as well as service level agreements and whenever a Supplier or Service Provider deviates from the agreed terms of the contract, must handle the dispute. Compile the entire Tender Evaluation report as per Performance Management System. When all quantities awarded to Suppliers have all been procured or the Services have been concluded and the contract period has lapsed, must write to suppliers to close the contract and return performance securities. Overseeing Activities within the Procurement Department Must manage the requests for cost estimates for all UN agencies by requesting the estimate, ensuring payment, sending proof of payment, availing documents prior to arrival to the relevant Departments, and making a summary report for that procurement. Co-ordinate funds availability for all Procurements made for MOHSW under NDSO (i.e. for Health Sector goods). Must ensure that all Purchase Orders that need to be received as Donations have Purchase Orders, and that the relevant Departments are availed documents to enable receiving thereof. Must manage and track deliveries for Donor and UN agencies en route to NDSO. Participate in the Procurement Supply and Management planning activities. Must attend to clarifications and queries (e.g. Rejected items, Shortages, Oversupplies) between NDSO and the suppliers. Must handle all the pre-payments between NDSO and the Suppliers and ensure proper documentation is availed to relevant Departments to effect payments. Oversees and supervises the activities of the Procurement Officers and Assistant Procurement Officers. Assist the office of the Procurement Manager with any Procurement related activities within the Department. Attend to any other duties, work related, the Procurement Manager might assign from time to time. Performance Standards Signed off Tender Activity Schedule and Updated Procurement Plan. Specific Bidding Documents developed within seven days of receipt of procurement request. Tenders floated and updated supplier participation register within two weeks of floating a tender. Set of contracts developed within seven days after the cooling-off period. Tender Evaluation Reports including minutes developed and signed off by the Procurement Manager within a month of contract award. | |
| Interested individuals must send their application letters, CV and Certified Copies of educational certificates by hand to HR office , or email them to hr@ndso.org.ls on or before the closing date. Applications received after the closing date will not be considered. | |
| The closing date for applications is 04th April 2025 at 16:30. | |
Summary
- The Assistant Procurement Manager (Tenders &Contracts) is responsible for managing tenders, maximising performance of suppliers from the available resources through contract management, promoting best value for money out of all procurements by applying most appropriate method of procurement that adheres to the Public Procurement Regulations of the country, ensuring that there is steady flow of goods and services that meets the Organization’s needs, maintaining sound cooperative relationship with other Departments, overseeing and supervising Procurement Officers and Assistant Procurement Officers and ensuring smooth procurement of the following categories but not limited to, of items procured by NDSO.
- Must make a report of invited suppliers for the tender, by giving indication of suppliers who will be participating in the tender and the reason for those suppliers not participating Attend to all questions from Bidders and where relevant, send the addenda while the Tender is still open as per relevant SOP and ensure a good environment for Bidders’ participation.
- Organise the Tender opening event, and the subsequent meetings/and events of the NDSO Tender Evaluation Team to the final stage of Presentation to the NDSO Tender Panel until sending the contracts and ensuring that all the Tender procedures are adhered to.
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