Benjamin MKAPA Foundation

Responsibilities or duties

Management of Procurement Process

Oversee bids submission period and respond to vendors’ inquiries during procurement process. Make contacts with selected vendors and consultants and initiate the execution of contracts with them. Notify unsuccessful applicants giving appropriate feedback of why they were not selected to maintain goodwill with the vendors. Ensure compliance with BMF and donor procurement policies and regulations. Maintain a list or register of all contracts awarded.

Contract Management

Facilitate the procurement processes in adherence to BMF procurement Policies and procedures including segregation of duties across staff in procurement, storage and distribution for internal controls. Prepare tendering documents, contract documents and issue approved contract documents. Support the functioning of the tender board and implement the decisions of the tender board, act as a secretary to the Tender Board. Preparation of contracts entered between BMF and respective service providers in close collaboration with the Institutional Legal Advisor. Support and review policies and their compliance.

Administration Support

Prepare periodic reports as required and guided by the Foundation policies and procedures. (i.e., weekly, monthly, quarterly, semi-annual, and annual reports). Maintain all necessary files with regards to procurement and the register of all Contracts awarded. Support the internal and external audit exercise including follow up of the audit observations, recommendations and directives from the Management and the Board of Trustees.

Annual Procurement Plan

Prepare Annual Procurement Plan (APP) for procurement of services, consultancy, non-consultancy and goods and works. Ensure the implementation of the annual procurement plan. Prepare monthly and quarterly reports on the implementation of the annual procurement plan. Perform any other duties as may be assigned.

Academic & Professional Qualifications

• Bachelor’s degree in Materials Management, Logistics, Business Administration, or an equivalent field.
• Relevant Professional Certification from the Procurement & Supplies Professional and Technicians Board (PSPTB).

Experience needed

• Minimum of 5 years of experience in procurement or a related field.

• Oversee bids submission period and respond to vendors’ inquiries during procurement process.
• Make contacts with selected vendors and consultants and initiate the execution of contracts with them.
• Notify unsuccessful applicants giving appropriate feedback of why they were not selected to maintain goodwill with the vendors.
• Ensure compliance with BMF and donor procurement policies and regulations.
• Maintain a list or register of all contracts awarded.
• Facilitate the procurement processes in adherence to BMF procurement Policies and procedures including segregation of duties across staff in procurement, storage and distribution for internal controls.
• Prepare tendering documents, contract documents and issue approved contract documents.
• Support the functioning of the tender board and implement the decisions of the tender board, act as a secretary to the Tender Board.
• Preparation of contracts entered between BMF and respective service providers in close collaboration with the Institutional Legal Advisor.
• Support and review policies and their compliance.
• Prepare periodic reports as required and guided by the Foundation policies and procedures. (i.e., weekly, monthly, quarterly, semi-annual, and annual reports).
• Maintain all necessary files with regards to procurement and the register of all Contracts awarded.
• Support the internal and external audit exercise including follow up of the audit observations, recommendations and directives from the Management and the Board of Trustees.
• Prepare Annual Procurement Plan (APP) for procurement of services, consultancy, non-consultancy and goods and works.
• Ensure the implementation of the annual procurement plan.
• Prepare monthly and quarterly reports on the implementation of the annual procurement plan.
• Perform any other duties as may be assigned.

• Bachelor’s degree in Materials Management, Logistics, Business Administration, or an equivalent field.
• Relevant Professional Certification from the Procurement & Supplies Professional and Technicians Board (PSPTB).