VACANCY
BPOSACCOS – ASSISTANT PROCUREMENT OFFICER VACANCY
*Ref: BPO 7/2/5 I (12)
*VACANCY CIRCULAR NO. 4 OF 2025
Registered as a Savings & Credit Co-Operative Society in 2013. BPOSACCOS offers Loans, Savings, Funeral Cover services to members of the Cooperative.
BPOSACCOS invites suitably qualified, experienced, innovative, result oriented and self-driven individuals who are citizens of Botswana to apply for the following position:
ASSISTANT PROCUREMENT OFFICER
This position is responsible for the provision of accurate and timely assistance in administration of procurement processes from initiation through sourcing to contract award, in compliance with the Society’s procurement policies and guidelines, regulations, standards and procedures or other approved guidelines and procedures. Ensuring fiduciary compliance, value for money, efficiency, transparency, fairness and accountability/ethical standards.
Key Areas of Responsibility include:
• Provide procurement advice and guidance to all Units on all aspects of procurement functions including but not limited to wide ranging and technical issues relating to the Society’s procurement
• Research and adopt best practices in own specialized area of work, and maintain best practices and knowledge in order to demonstrate the duties of the post.
• Review procurement documentation submitted by all Units for travel and events activities and ensure complete procurement documentation is submitted for compliance check.
• Monitor and carry out procurement in accordance with approved policy, regulations and process
• Assist requisition Units in drafting Procurement Plans and on procurement matters to determine procurement needs
• Assist in the development of Technical Specifications and Terms of Reference and suggest item of use if no item exist in the procurement policy and regulations
• Review the eligibility, qualification, evaluation and award criteria for compliance with the procurement procedures
• Participate in the end to end tender process which include tender preparation, advertising, trio procurement processes, prepare for bid evaluation requirements, communicate and issue tender clarifications to applicants / bidders, notify bidders and appear before bidders on the outcomes of the evaluation process to formulate supplier service agreements
• Effectively manage the Society’s procurement system with focus on streamlining all processes, leveraging technology for efficiency to optimize procurement budgets.
• Establish and Maintain a Procurement and Contract Monitoring System
• Ensure all procurement records are well maintained and submitted to Records Unit for filing.
• Develop, execute, and administer procurements by organizing and maintaining records of suppliers and bid information.
• Register suppliers and maintain a Database of Approved Suppliers, by vetting and accrediting suppliers which includes identifying potential suppliers, conducting market research and analysis.
• Assist in the selection of appropriate suppliers and contractors to promote sound procurement practice with due regard to sustainability, ethical purchasing standards and costing.
• Contribute to asset strategy development, managing the procurement of new assets, overseeing the disposal of outdated assets, and maintaining asset-related records to ensure compliance and support lifecycle decision-making.
• Participate in the formulation / revision of procurement approach, policy, procedures and regulations, and plans
• Plan and monitor quality of work output, reviewing all procurements prior to execution for appropriateness, completeness and accuracy
• Liaise with Accounts for payment of suppliers
• Work with all Units to maximize use of resources and streamline procurement efforts, taking into account forecasts and procurement trends
• Obtain quotes from suppliers and check procurement requisitions against specifications and compliance criteria
• Place and follow up purchase orders to ensure timely and accurate supply of goods and services.
• Keep requesting units informed on the progress of procurement processes.
• Receive orders and process receipt vouchers, invoices, delivery notes for submission to Accounts Unit.
• Check and validate details of all incoming stock consignments against purchase orders to ensure all materials received match specifications in purchase orders.
• Investigate and resolve any discrepancies in supply.
• Contact suppliers to schedule deliveries or discuss shortages/missed deliveries.
• Manage office supplies to ensure stock availability, continuity of services including inventory control and management.
• Prepare and submit procurement progress reports monthly and communicate any issues for timely remedial measures.
• Validate orders received and outstanding stock orders, analyse and reconcile
reorder requests; liaise with appointed supplier’s / service providers to ensure the timely and accurate completion of orders and administer contract performance
• Monitor and evaluate performance of suppliers based on end user satisfaction
• Liaise with and draft any official correspondence with contractors/suppliers
• Prepare and consolidate annual requirements for supplies and service and develop and maintain standard stock lists for budgetary purposes
• Draft, administer, and manage the full lifecycle of contracts, ensuring they align with organizational needs and include clear service level agreements (SLAs) including tenant’s contracts.
• Monitor compliance with contract agreements, effectively evaluate and prioritize contract performance.
• Providing facilitation services to the BPOSACCOS Procurement Sub-Committees
• Adapt procurement procedures to the needs of the Secretariat
• Perform any other duty as may be assigned from time to time.
• You will also be required to perform all duties to the best of your ability at all times and use your best endeavors to promote and protect the interests of the BPOSACCOS.
Qualifications and Experience:
• At least a Diploma in Procurement or related profession qualification (Chartered Institute of Procurement and Supply (CIPS) preferred).
• Valid Membership of a recognised Procurement/Supply/Logistics professional organization
• At least 2-4 years’ practical experience in procurement
• Experience in managing procurement built and vendor relationships.
• Experience handling and Managing contracts and supplier evaluations.
• Knowledge of procurement processes, policies, standards, best practices
• Proficiency in MS Office suite (Excel, Word, PowerPoint) and computer software relevant
Competency requirements
• Contract Management
• Supplier Relationship Management
• Cost Reduction and Spend Analysis
• Risk Management and Compliance
• Market Analysis and Insights
• Planning & Organising
• Critical Thinking
• Creativity & innovation
• Management of Resources
• Consultations & Interpersonal Relations
• Judgement & Decision Making
JOB APPLICATION DETAILS
APPLICATION DETAILS
APPLICATIONS
Applicants can submit applications with a copy of the curriculum vitae, copy of certified identity card, certified education certificates. The application documents are to be submitted via email with the subject line (Assistant Procurement Officer) to recruitment@bposaccos.co.bw including
• A brief summary of career (CV);
• Certified copies of Academic and Professional Certificates and National Identity card (Omang); and
• At least two (2) references or referees.
Applications should be addressed to:
**The Chief Executive Officer
BPOSACCOS
P O BOX 1682AD Poso House
Gaborone
or hand delivered to **BPOSACCOS, OFFICE NO: BLOCK B GROUND FLOOR
For more information, contact: 3972048
*CLOSING DATE: 8th October 2025
*ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED*
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