Assistant Procurement Manager – Tenders & Contracts

Procurement Department
Position Title: Assistant Procurement Manager – Tenders & Contracts
Reports To: Procurement Manager
Location: NDSO Head Office, Lesotho
Application Deadline: 04 April 2025 at 16:30
Email Applications To: [email protected]
Also Accepting Hand Deliveries at: NDSO HR Office

Position Overview

The National Drug Service Organization (NDSO) is seeking a highly motivated and results-oriented Assistant Procurement Manager to support its mission of delivering essential health commodities through efficient and compliant procurement processes. This role requires a professional with a strong understanding of public procurement frameworks, experience in managing tenders and contracts, and the ability to ensure continuous supply of health-related products and services.

As the Assistant Procurement Manager – Tenders & Contracts, you will oversee the development and management of competitive bidding processes and contract lifecycle management, ensuring best value for money, transparency, and adherence to Public Procurement Regulations. You will also be responsible for supervising junior procurement staff and coordinating closely with internal departments and external suppliers.

Minimum Qualifications

Candidates must meet one of the following qualification pathways:

• A Bachelor’s degree in Pharmacy along with CIPS (Chartered Institute of Procurement and Supply) qualification

• A Diploma in Pharmacy Technology, at least five years of relevant work experience, and a minimum of CIPS Level 5

• A Bachelor’s degree in any field plus at least five years of procurement experience and CIPS Level 5

• A Diploma in any discipline with five years of procurement experience and CIPS Level 6

Note: All candidates with Pharmacy qualifications must be registered with the Lesotho Medical, Dental, and Pharmacy Council and hold a valid 2024 Retention Certificate.

Minimum Experience Requirements

• Pharmacy Degree holders: Minimum of 2 years’ experience in procurement or supply chain functions

• Diploma or non-pharmacy degree holders: Minimum of 5 years’ experience in procurement or supply chain management, preferably in health sector or donor-funded environments

Key Responsibilities

Tender and Contract Management

• Prepare and issue comprehensive Bidding Documents using approved NDSO templates

  
  
  

• Float tenders after obtaining approval from the Tender Panel Chairperson

• Manage prequalification processes, communicate with suppliers, and ensure relevant samples are submitted

• Monitor supplier responses and maintain a participation register, including reasons for non-submission

• Provide timely responses to bidder inquiries and issue clarifications or addenda as needed

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• Facilitate Tender Opening Events, and coordinate Tender Evaluation Meetings

• Draft and issue award notifications, contracts, and publish tender results in line with compliance standards

  
  
  

• Ensure timely contract closure and release of performance securities

• Monitor adherence to Service Level Agreements (SLAs) and resolve performance gaps

• Compile and submit Tender Evaluation Reports aligned to performance KPIs

Departmental and Operational Oversight

• Support costing and procurement coordination with UN agencies and MOHSW for donor-funded procurements

• Ensure all donation-related procurements have valid Purchase Orders and supporting documentation

• Monitor delivery status of donor and UN-sourced goods to NDSO warehouses

  
  
  

• Address discrepancies such as shortages, oversupplies, or rejections from receiving departments

• Assist with pre-payment processing for supplier orders and validate all related documentation

• Supervise a team of Procurement Officers and Assistant Procurement Officers, ensuring efficient workflows

• Contribute to Procurement Supply and Management Planning sessions and initiatives

  
  
  

• Assist the Procurement Manager with reporting, compliance checks, and strategic procurement improvements

• Carry out other duties as assigned to support operational excellence

Performance Standards

• Procurement Plan and Tender Activity Schedule consistently updated and approved

• Bidding documents drafted within 7 working days of procurement request receipt

  
  
  

• Tenders floated within 2 weeks of Tender Panel approval

• Contract finalization completed within 7 days of cooling-off period

• Tender Evaluation Reports and supporting minutes submitted within 30 days of contract award

Required Competencies

• Strong understanding of public procurement laws and donor guidelines

• Excellent contract negotiation and supplier management skills

• Proficiency in procurement planning and documentation

• Solid knowledge of pharmaceutical procurement standards is highly desirable

• High level of integrity, accuracy, and organizational discipline

• Proven supervisory and team coordination capabilities

• Excellent written and verbal communication skills

• Ability to work under pressure and meet strict deadlines