Procurement Officer

Job Summary

The anticipated IFAD-funded Sustainable Agriculture Development Project (SADEP) project overall goal is to contribute to enduring peace and reduced poverty in South Sudan and its development objective is to enhance resilience, food, and nutrition security for rural communities in four counties (Terekeka county of central Equatoria; Mundri West and Mvolo Counties of Western Equatoria State and Bor County Jonglei State) over a period of 7 years in collaboration with the Ministry of Agriculture and Food Security.

The Procurement Officer will be responsible for all procurement under the Project and for maintaining all procurement documentation in good order.

Job Responsibilities

Procurement Planning and Strategy – 15%

• Prepare and update the Project Procurement Plan in coordination with technical and finance teams.

• Develop procurement schedules aligned with the Annual Work Plan and Budget.

• Advise management on appropriate procurement methods consistent with donor guidelines.

• Monitor implementation of the procurement plan and recommend revisions as needed.

Implementation of Procurement Processes 30%

• Manage end-to-end procurement processes for goods, works, and consulting services (excluding Subcomponent 3.1).

• Prepare bidding documents, requests for proposals (RFPs), requests for quotations (RFQs), and other solicitation documents.

• Coordinate advertisement, bid issuance, clarification, and submission processes.

• Organize and support bid opening and evaluation committees in accordance with approved procedures.

• Prepare bid evaluation reports and contract award recommendations for approval.

• Ensure procurement activities comply with South Sudan regulations and IFAD requirements.

  
  

Contract Management and Administration 20%

• Prepare and manage contracts for goods, works, and services.

• Monitor contractor performance in collaboration with technical teams.

• Ensure proper contract amendments, variations, and extensions are documented and approved.

• Track delivery timelines and compliance with contractual terms.

• Support resolution of procurement and contractual disputes.

Documentation and Records Management – 15%  

• Maintain complete and well-organized procurement files (hard and soft copies).

• Ensure documentation includes solicitation documents, evaluation reports, contracts, approvals, and correspondence.

• Prepare procurement reports for management and donors.

• Ensure procurement records are audit-ready at all times.

Compliance, Risk Management, and Audit Support 10%

• Ensure strict adherence to procurement guidelines of internationally financed programs and national regulations.

• Identify and mitigate procurement-related risks.

• Provide documentation and clarification during internal and external audits.

• Implement audit recommendations related to procurement processes.

Coordination and Capacity Support 5%

• Provide guidance to project staff on procurement procedures and compliance requirements.

• Liaise with government authorities, suppliers, consultants, and contractors.

• Contribute to strengthening procurement systems within the Project.

  
  

OTHER RESPONSIBILITIES AS ASSIGNED (5%)

Education/Training

Required

• A Master’s degree in purchasing and supply, economics, finance or law; or equivalent management qualification

Experience/Technical Skills

Required

• At least 8 years of work experience in procurement and contract management in government implemented projects funded by international donors like AfDB, IFAD, World Bank etc.

• Sound understanding of procurement withing the South Sudanese environment and the protocols and procedures applying to internationally financed programs and projects in the country.

• The job holder must possess advanced working knowledge and skills of MS Office (MS Word, MS Excel and MS Access).

• Good oral and written communication skills in English

• Experience working with both international and local partners, government, and communities

• Demonstrated ability to set priorities and work with minimum supervision to meet changing deadlines.

• Experience working on donor-implemented projects is an advantage.

• Proven problem-solving skills and ability to offer practical solutions.

• Excellent communication skills with the ability to express ideas clearly.

• Computer literacy, including proficiency in word processing and office technology.

• Strong teamwork skills and willingness to travel at short notice.