As part of the Project Support Team of Expertise France’s Shared Office (BM) in Cabo Verde, and under the supervision of the Procurement and Contracts Manager (RAC), the Procurement and Contracts Officer is responsible for overseeing the BM’s procurement and contracting activities, in compliance with applicable regulations and Expertise France’s internal rules on public procurement and grants.

The Procurement and Contracts Officer will work within the BM’s support team, which comprises six staff members, under the management of the Head of Support Services (RSS). The team includes an Administrative and Finance Manager (RAF), a Procurement and Contracts Manager (RAC), a Logistics and General Services Officer, a Procurement and Contracts Officer (the position covered by this job description), a Finance Officer and a Treasury Officer. The team’s composition and staffing may be adjusted in line with changing operational requirements.

The duties listed below are detailed but not exhaustive:

1. Managing the procurement process

·       Carry out procurement activities in compliance with the rules and approval procedures established by Expertise France and the funding partner.

·       Contribute to the establishment of framework agreements for services and supplies for the BM, as well as framework contracts for projects.

·       Receive and process purchase requests.

·       Obtain legal approvals, in accordance with the applicable thresholds and in coordination with the RAC and the Legal Affairs Department (DAJ) at headquarters.

·       Prepare tender documents in accordance with Expertise France procedures.

·       Contribute to the drafting of administrative and technical specifications in coordination with the requesting departments.

·       Define selection criteria in consultation with the RAC and the RSS.

·       Under the supervision of the RAC, publish procurement notices and documents on the electronic procurement platform (PLACE).

·       Verify bidders’ compliance and ensure that internal due diligence procedures are followed, in coordination with the Internal Control Division at headquarters.

·       Under the supervision of the RAC and in compliance with applicable regulations, assess bids together with the technical requesters.

·       Under the supervision of the RAC and in compliance with applicable regulations, negotiate offers.

2. Contract implementation and monitoring of contractual terms

·       Set up and maintain a supplier database.

·       Compile and maintain records of identified suppliers and price lists.

·       Manage and monitor supplier relationships, and issue and process purchase orders.

·       Ensure that quotations and invoices comply with the required formats and information requirements.

·       Monitor price revisions.

·       Apply penalties where necessary.

·       Draft contract amendments where required.

·       Monitor supplier relationships through to delivery.

·       Contribute to the preparation of acceptance certificates (receipt and acceptance of deliverables) in accordance with Expertise France procedures.

·       Provide support and advice on the application of the relevant contractual clauses.

·       Contribute to the contractual set-up and definition of the framework for the launch of contract implementation.

·       Participate in project audits as required.

3. Reporting and knowledge management

·       Ensure that Legal Affairs Department documents are properly classified and archived in accordance with internal procedures.

·       Develop procurement monitoring and analysis dashboards.

·       Monitor framework agreements and service contracts for each project.

·       Propose procurement strategies to requesting departments.

·       Identify cross-cutting and recurring procurement needs in coordination with the RAC.

·       Contribute to the preparation and monitoring of procurement plans, and update them in coordination with project managers and the RAC.