Operations Officer – Procurement Specialist

The Social Security Board invites qualified and professional applicants to apply for the post of Operations Officer – Procurement Specialist . 

The Operations Officer with Procurement Roles ensures the efficient and effective management of the operational and procurement functions of the Social Security Administration. The Operations Officer will also be responsible for planning, executing, and closing special projects.  This role requires excellent organizational skills, the ability to manage multiple tasks, and effective communication with stakeholders at all levels and will work collaboratively with various departments to ensure project objectives are met on time. This position is critical in supporting the administration’s mission to provide reliable and timely services while maintaining compliance with legal, ethical, and regulatory procurement standards.

Major Responsibilities

Operations Management

• Develop and implement operational plans, policies, and procedures to enhance service delivery.
• Develop project plans, timelines, and budgets for projects. Coordinate with cross-functional teams to ensure alignment and collaboration. Monitor project progress and provide regular updates to stakeholders. Identify and mitigate risks and issues.
• Prepare detailed project documentation, including reports and presentations. Facilitate project meetings and maintain communication with all team members.
• Monitor and evaluate operational processes to ensure compliance with organizational standards and government regulations.
• Coordinate with various departments to streamline workflow and improve efficiency.
• Manage resources effectively, including staff, technology, and infrastructure, to support organizational goals.
• Prepare regular reports on operational performance and recommend improvements.

Procurement and Supply Chain Management

• Lead the procurement planning process, ensuring alignment with organizational needs and budgets.
• Develop and issue tender documents, arrange for the evaluation of bids, and manage contract awards in compliance with procurement regulations.
• Establish and maintain relationships with vendors, suppliers, and contractors to ensure timely and cost-effective delivery of goods and services.
• Ensure that procurement activities comply with relevant laws, policies, and ethical standards. Oversee the inventory management process to maintain adequate stock levels and prevent disruptions.

Risk and Compliance

• Identify and mitigate risks in operations and procurement processes.
• Ensure compliance with local and international procurement laws, anti-corruption policies, and ethical standards.
• Conduct regular audits and reviews of procurement and operational activities to ensure transparency and accountability.

Stakeholder Management

• Collaborate with government agencies, donors, and other stakeholders to align operations and procurement activities with strategic objectives.
• Provide training and guidance to staff on procurement and operational best practices.
• Act as a liaison between the organization and suppliers to resolve disputes or discrepancies

Requirements of the position:

A) Education

Bachelor’s degree in Business Administration

                                                                PLUS

Three (3) Years in operations and procurement, preferably within public administration

Field of Study: Procurement, Supply Chain Management, or a Related field

Certifications/Licenses Required: Professional certification in procurement is an added advantage.  Proven track record in managing procurement processes and contracts. 

B) Knowledge, Skills & Abilities

Skills and Competencies

• Strong understanding of procurement laws, policies, and ethical standards.
• Excellent analytical and problem-solving skills.
• Ability to manage budgets and financial records related to procurement.
• Strong interpersonal and communication skills to work effectively with diverse stakeholders.
• Proficiency in procurement software and tools.
• Ability to work under pressure and meet tight deadlines.
• Strong knowledge of Microsoft Suite (Word, Excel, Outlook).
• Ability to be flexible with regard to workload and assignments.
• Ability to exercise sound judgment.
• Strong written and verbal communication skills.

Performance Metrics

• Efficiency of procurement processes and adherence to timelines.
• Compliance with procurement laws and regulations.
• Cost savings achieved through effective procurement and operational strategies.
• Stakeholder satisfaction with procurement and operational services.

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