Procurement Specialist
Department: Administration and Finance
Location: Agence Togo Digital, Lome, Togo
Reporting Manager: Head of Finance and Procurement
Positions available: 1
Main Mission
Under the supervision of the Head of Finance and Public Procurement, the Procurement Specialist will be responsible for establishing and managing an effective procurement system geared toward achieving ATD's results. They will plan, monitor and execute procurement procedures in accordance with Togo's Public Procurement Code and the requirements of technical and financial partners.
They ensure that the deadlines for the various stages of procurement are met so that all procurement is carried out on time.
Responsibilities
1. Planning and monitoring
Develop the procurement plan and ensure its follow-up.
Plan, prepare and coordinate the procurement calendar.
Monitor contract execution progress and analyse deviations.
2. Procedure management
Prepare and finalise Terms of Reference (ToR) and technical specifications.
Prepare bidding and request-for-proposal documents according to ARCOP templates and obtain no-objection from the DNCCP/CCMP.
Launch calls for tender, expressions of interest or shortlisting processes.
Supervise and oversee the evaluation of bids and proposals received.
Ensure bid-opening and evaluation reports are properly prepared.
Prepare contracts and ensure they are signed by the authorised authorities.
Design and set up a supplier database and procurement management statistics.
3. Advice and assistance
Respond to bidders' requests for clarification.
Respond to comments from funding partners.
Propose alternative solutions in case of difficulties.
Review and validate procurement-related correspondence.
Interpret contractual clauses in the event of a dispute.
4. Archiving and reporting
Improve the comprehensive archiving system, including payment-related documents.
Produce the reports required by ATD's procedures manual, the reports on procurement activities reserved for young people and women entrepreneurs for the DNCCP, as well as the reports for ARCOP's semi-annual reviews.
Ensure files are available for audits and ex-post reviews.
5. Capacity building
Support team members during the bid-opening, evaluation and award phases.
Contribute to internal training and skills development.
Expected Results
Detailed monitoring with reports on the progress of projects and files.
Delivery of projects within the allotted timeframes.
Complete and compliant documentation of the work carried out.
Qualifications
Hold a minimum degree (Bac+5) in Engineering, Public Administration, Law, Economics or Management, or a degree (Bac+4) in one of these fields with at least three (3) years of experience in a position as a procurement specialist, counterpart or assistant.
Experience with World Bank-financed projects would be an advantage.
Experience with programmes using procurement procedures of a multilateral technical and financial partner would also be an asset.
At least four (4) years of professional experience in procurement, including at least 3 consecutive years in a similar procurement position in the public or private sector, or having held similar responsibilities in this field.
Good knowledge of Togo's Public Procurement Code; experience on an externally financed project is an asset.
Proficiency in preparing competitive bidding documents.
Ability to resolve problems related to public procurement.
Proficiency in IT tools (Excel, Word, PowerPoint).
Strong writing skills for reports and official documents.
Proactivity, good standing, listening skills and teamwork.
Good written and oral communication.
Some experience in the digital sector would be an asset.
Required Skills
Excellent command of public and donor procurement procedures.
Ability to manage complex, multi-stakeholder processes.
Analytical and synthesis skills.
Rigour, organisation and attention to detail.
Team spirit and professional integrity.
Ethics and Leadership
Sense of responsibility and autonomy.
Methodical, organised and rigorous.
Dynamism, initiative and tenacity.
Ability to interact with a wide range of partners.
Professional integrity and ability to work under pressure.
Performance Evaluation
The Procurement Specialist will be evaluated each year based on a performance contract, with results set in advance (meeting deadlines, quality of reports, compliance with procedures).
