Gambia Public Procurement Competency Framework
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert TYPICAL ROLE BEHAVIOURS Focuses on the process of procurement at a transactional/tactical level Responsible for undertaking basic procurement tasks including managing tendering and quotation processes for low-value, low-risk purchases May be involved with medium to high value and risk purchases under supervision, or in a supporting role Typically will be in the process of obtaining the competencies/qualifications appropriate to a procurement officer • Focuses on procurement at a tactical level • Facilitates the process of developing and managing contracts or may be responsible for low-value/low-risk to high-value/high-risk contracts • Manages or participates in procurement planning and developing a wide range of briefs, specifications and commercial documentation • Typically will be in the process of obtaining the competencies/qualifications appropriate to a procurement professional • Leads the delivery of the required procurement outcomes, typically for a small government agency • Has in-depth knowledge of their specialist area of responsibility • Has broad knowledge and experience of the practical application of current best practice • Has knowledge of the tools and techniques used in supply chain management and is competent in applying them • Possesses the expertise, competencies and relevant professional qualifications appropriate to their level of procurement responsibilities • Knowledge and experience is underpinned by a procurement qualification • Typically manages multiple teams of procurement practitioners • Very experienced at leading the delivery of the required procurement outcomes, typically for a large government agency • May support a CPO in the development and implementation of procurement strategy and programmes usually relating to the delivery of strategic outcomes defined by government • Responsible for achieving a government agency's procurement outcomes • Knowledge and experience is underpinned by one or more procurement qualifications • An organization’s most senior procurement professional who leads procurement strategy • Establishes procurement policies and procedures and is accountable for achieving a major government agency's procurement outcomes • Knowledge and experience is underpinned by one or more procurement (or procurement-related) qualifications DESIRABLE ON THE JOB EXPERIENCE At entry level, has 0 to 3 years work experience At entry level, has 3 to 5 years work experience, preferably 2 to 3 years as a purchasing officer or buyer’s role At entry level, has 4 to 6 years work experience in public or private sector procurement At entry level, has 8 to 10 years work experience including considerable strategic procurement experience At entry level, has 10+ years management experience in public or private sector, with significant strategic procurement experience TECHNICAL COMPETENCIES Competency Title: Public Procurement Legal and Regulatory Framework Competence Areas: Government Procurement Policy, Diversity and equality opportunities, Role of oversight Authorities, Policies/procedures, Contract law, Terms and conditions Definition: The legal aspects of the public procurement system with regard to the procurement process. BEHAVIOURS Definition: Specific actions taken by an individual to achieve predetermined outcome
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert Assists with the assembly of data and documents for procurement tenders. Communicating difficulties and concerns that might impede effectiveness. Assists in basic procurement tasks. Assists in the preparation of standard document formats, logs any variation from the norm. Interprets agreed guidelines in seeking economically attractive solutions for the government. Validates data and information to be included in the tender documents. Conducts due diligence on suppliers and contractors; monitors current and completed contracts; reports significant issues to appropriate personnel. Meticulously records the tendering process and guards procurement documents during conferences and meetings. Cooperates effectively with other divisions, notably budgeting, accounting and audit. Reacts swiftly and within the law in cases of emergency. Ensures variations from normal procedures and documentation are logged and reviewed. Seeks formal legal advice as necessary. Keeps clients and end users informed of tender formation and progress requirements, takes end user views into account and informs management of difficulties. Provides well-researched and verified information for resolute and decisive actions during Bids and Awards Committee meetings. Reviews tenders and contracts at each stage of the process, halting the process where necessary to prevent error. Ensures proper documentation and safekeeping of procurement documents and records. Determines and manages the correct selection of procedures to be applied for procurement. Offers constructive advice where the legal system is failing effectively. Manages disputes in respect of application of the law and tender package contents. Acts swiftly in emergencies. Generates, monitors and controls the creation of standard procurement documentation and guidelines within the law. Takes corrective and restorative action swiftly where breaches of the law or procurement processes occur. Communicates the requirements and scope of tender procedures including overall contract management. Assesses procurement performance, explores innovative methodologies and applies these appropriately. Sets policy for correct application of legal requirements and the tender process. Ensures the contribution of procurement to the procuring organization and budget outcome is positive. Commissions and uses analysis of legal compliance and compares performance rates with other organizations. Clarifies the reasoning behind application of the law, ATTITUDES Definition: Enduring predisposition to view people, places, things or events in a particular way Respects of the need to seek guidance in relation to perceived and actual threats to proper process. Firm in complying with the law whilst aware of the need to seek guidance to perceived and actual threats to correct activity Holds a strong personal commitment to accurate and up to date record keeping as the basis for sound systems of procurement. Unyielding in the desire to secure the correct terms and conditions and in the approach to a tender episode. Mindful of the need to balance conflicting needs and priorities when setting policy and policy objectives. SKILLS Definition: The learned ability to carry out a predefined process; show what can be done Packaging tender documents prior to release. Ensuring legal compliance and prepare comprehensive and accurate tender documents. Drafting complex terms and condition of contract clearly and understandably. Explaining the reasoning behind application of the law, drawing out the principles involved for the benefit of all Interpreting legal requirements and suggesting legal changes where
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert Using systematic methods to identify errors and concerns in the tender process. Communicating results of error analysis. Uses terms and conditions to drive improved performance in contracts. Negotiating acceptance of terms and conditions of contract with end users. Communicating effectively with staff to ensure legal compliance and understanding. staff. Developing useable and effective terms and conditions for specific contracts Guiding and mentoring staff in relation to interpretation and application of the law. Tactically managing the tendering process. Effectively and consistently applying policies that reflect legal requirements. necessary. Integrating equality and sustainable development into procurement.
KNOWLEDGE Definition: Factual information gained by a person through experience or a course of study Steps in preparing a tender package. Use of ICT systems supporting procurement. Fundamentals of Procurement Law. Capabilities of IFMIS in relation to procurement data. Approved processes and procedures that comply with the legal requirements Correct construction of a tender package. The relevant government accounting and auditing rules and regulations. Full and detailed understanding of the Procurement Law and its implications. Basic elements of contracts law The principles of design of tender documents and of contract management and administration.
Approaches to setting tight and realistic milestones when scheduling work. Techniques for interpreting and evaluating tenders. Techniques for setting trigger points for corrective action and termination of contracts.
Methods for creating terms and conditions of contracts that reflect procurement and other relevant policies.
Competency Title: Procurement Planning Competence Areas: Data gathering and analysis, Setting up key milestones, Preparing business proposals, Managing procurement risk Definition: The ability to effectively undertake procurement planning, programming, project management and requirement specifications to facilitate achievement of organizational objectives, goals
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert and targets. BEHAVIORS Keeping records and carries out all required actions in a timely and effective manner. Initiates and suggests a schedule of activities for the preparation of organizations’ annual procurement plans. Utilizes appropriate Information and Communications Technology (ICT) in carrying out assigned tasks. Systematically keeps records for the preparation of the organization’s Annual Procurement Plan. Assists in the preparation of Annual Procurement plans. Initiates and suggests actions enabling the process of continuous improvement in procurement planning. Creates and maintains accurate and complete records and bases for effective procurement planning. Uses ICT effectively in developing systems for the preparation of Annual Procurement Plans and monitoring their implementation Seeks advice from others when required. Diligently deal with queries and shares relevant information on procurement planning. Initiates review processes for establishing the financial, budgetary and administrative guidelines for procurement planning. Supervises staff as required to achieve the desired objectives. Prepare training plans according to training needs. Demonstrate team player ability. Identifies individual staff training needs, promotes development of staff to maximize their potential allowing them to take greater responsibility and enrich their jobs. Adopts strategic approaches to meet requirements of the organization. Visibly champions the strategic management of procurement and working effectively with others. Establishes good relationships with suppliers. Judiciously and punctually reviews and approves Annual Procurement Plans. Identifies long-term goals and objectives and determines the best approach for achieving those goals and objectives. Sets practical deadlines for annual procurement plans of organizational units and other end-users. Ensures the timely development and implementation of procurement plans to ensure the most effective use of organization funds. Provides guidance and direction on the conduct of procurement planning. ATTITUDES Continuous improvements in the e-procurement. Develops an analytical approach to the requirements of procurement planning. Desires and develops a collegial and cooperative approach to procurement planning. Conscious of the need for full commitment to instil a culture of continuous improvement. Prefers a constant and open approach to preparing specifications within the organizational requirements. Desires and Promotes adoption of new technical skills and systems application in procurement planning. Conscious of the importance of project and annual procurement plans in meeting organization goals and targets on schedule. Encourages an environment free from discrimination and favoritism. SKILLS Setting up and maintaining the integrity of records required for procurement planning. Piloting new systems and procedures for preparing or consolidating procurement plans of the different Preparing business cases and business proposals. Developing and establishing the Motivating staff to complete the procurement plan or assigned tasks. Leading procurement planning and Providing high level guidance and take decisions in relation to costly and sensitive
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert Provide information required and clarify aspects of customer requirements Using ICT tools including word processing, spreadsheets and presentation software. departments and projects, whether manual or computer-aided. Contributing to the preparation of the organization’s consolidated procurement plan. timescales required to complete the procurement processes, reporting these and re-scheduling for final delivery of the project. Review the drafting of specifications to international standards. Consolidating and coordinating procurement activities. Improving the effectiveness of procurement outcomes. Using ICT to facilitate procurement planning. manage risks, deploying staff effectively. Taking account of the organization’s operational requirements and setting the procurement program accordingly. Analyzing and applying the full range of available financing arrangements and contracts. procurement items. Managing the organizations consolidated procurement plan and giving strategic direction to staff regarding changes required. Assess performance costs and outputs independently against procurement plan and take necessary measures to improve future outcomes. KNOWLEDGE Fundamental elements of public procurement policy and process. The structure of the organization, its mission, its relationship with its clients and oversight bodies. ICT systems available for procurement tasks. The implications of non-compliance with public procurement policy and process. Budgetary constraints Basic concepts and techniques for numerical and contextual data Constraints on resources available. The various contractual models available to deliver high value procurement items. Issues relevant to preparing contracts. The structure of the organization, its mission, its relationship with its clients and oversight bodies. The benefits of maintaining a specification database. The procurement planning and process. Existing procurement policies, rules and regulations. The resources available to complete the tasks required. Available financing arrangements and contracts. The role of specifications and their impact in the workplace. The ICT systems available to operate procurement activities. What is required to effectively manage contracts and procurements using accepted methodologies. The processes required for the delivery of procurement contracts. The cost in use and whole life costing of individual contracts and of particular project or activity. The capabilities required to form procurement policies and strategies. The resources required to meet the needs of a procurement program. The range of methods, skills and tools to deliver short and long term objectives. The components of quality systems. The impact of international standards on the organization. The roles and responsibilities of officers in the organization. Competency title : Market analysis; Strategy development and Category Management Competence areas : Market knowledge; Procurement related strategy development; Commodities knowledge Definition: The strategy adopted to identify competition and market-segmentation prior to procurement.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert BEHAVIORS Collects data and prepares reports based on categories and markets. Provides information on a timely basis. Consolidates and analyzes the data to support tactical and timely approaches to the market. Researches and captures data for market and category analysis from internal and external sources. Organizes appropriate category management schemes for proposing procurement item classifications. Maintains and analyzes records of past movements in particular markets and reports potential changes and market opportunities. Determines the composition of teams to participate in particular market analysis, assembling the skill base necessary. Ensures end user needs are fully satisfied, reviewing outcomes to ensure this is the case. Develops and deploys strategies and tactics to reflect market conditions and adapts these as conditions change. Applies market trends and historical analysis to secure economic advantage. Coaches others in approaches to the market. Scrutinizes data and reports of current and predicted market activity, anticipates the time needed for effective action. Advises the implementation of category management and of collaborative efforts within Departments and organizations. Identifies long-term goals and objectives and determines the best approach for achieving those goals and objectives. Communicates and continually reinforces the need for maintenance of ethical standards when approaching the market. ATTITUDES Demonstrates a desire to learn and participate in market analysis. Keen to anticipate and grasps the importance of accuracy in providing market information to the procurement team. Evidences a strong desire to ensure value for money in procurement Critical and astute in dealing with suppliers and the market. Open, fair and firm in relation to suppliers and markets. Keen, supportive and regards highly transparency in procurement activity. Supportive of the development of category management. Resolute in requiring the maintenance of the highest ethical standards. Appreciates the critical importance of market analysis to maintain procurement effectiveness. SKILLS Communicating clearly to supervisors problems encountered in handling contact with the market. Carries out relevant market research Communicating clearly and confidently with suppliers when gathering market data. Preparing statistically sound trend analysis. Assist in the preparation of category strategies Leads commodity user groups in the development and implementation of strategies Preparing strategically sound tactical approaches to the market. Preparation of expenditure analysis in relation to category management. Organize requirements into appropriate categories and undertake basic spend analysis. Uses specific market analysis to Predicting the impact of risks and minimize adverse effects. Ensures that performance indicators and robust reporting systems are incorporated to measure compliance and results Mentoring staff in dealing with difficult and changing markets. Advising other disciplines on the correct approach to the market. Leads research of market and suppliers for a wide range of commodity and service types Leads the development of the organization’s strategic procurement plans Directs research of markets, spend categories and supplier management for a wide range of commodity and service types Develops strategies for specialist commodities such as ICT and construction procurements
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert predict behavior and supply risks to the organization, adjusting strategy to minimize effect of market change Identifies strategies for specialist commodities such as ICT and construction procurements Develops understanding of industry conditions, trends, opportunities and competition Undertakes research to learn about new developments in the market Leads market research to identify innovation in commodities and services Dealing fairly with suppliers. Leads and develops supply market strategy Directs market research to identify innovation in supply for a range of commodities and services Evaluating an organization’s interface with markets and adapting the approach accordingly. KNOWLEDGE Sources of market indicators, performance data and related information. Operation of the organization in its interfaces with suppliers and markets. Data required in for category management. Techniques for gathering market intelligence. Statistical analysis and data manipulation required for market analysis. Prices available and manageable in the markets. Feedback on markets drawn from end-users and suppliers. Preparation of strategy documents and tactical approaches. Actions to adapt to markets resulting from the application of Key Performance Indicators and Benchmarking results. The importance of operating in open and transparent markets. Predictive and structured approaches to analysis of seasonal impacts on markets. Cost in use and whole life costs structures and applications. Sources of information and data feeds. Cost structures of relevant industries, national, regional and world markets and the operations of each. Risk analysis and risk mitigation techniques. National and global standards of transparency and ethics.
Competency Title: Procurement Processes, Supplier Management and Contract Management Competence Areas: identification of needs, Specifications, Sourcing and tendering procedures, analytical skills, Bid evaluation, Award of Contracts, De-briefing and complaints handling, Contract management, Supplier management, Supplier Development, benchmarking Definition: The selection and managing suppliers to ensure continuing provision of goods and services. Ensuring fair, open and transparent selection and dealings with existing and potential suppliers. BEHAVIORS Manages and maintains the database of information relating to contracts. Holds and manages data and records in a logical, coherent and retrievable form enabling rapid use and response. Apply basic procurement processes to routine procurement situations, including evaluation and letting contracts Organizes data for use by staff seeking to shape and condition suppliers’ approaches to Devises strategies to enhance value from supplier’s approaches to procurements and contracts. Identifies post contract award difficulties, takes corrective action or refers to managers for higher level action, always seeks Scrutinizes the style and range of suppliers approaches to government and prepares appropriate responses, seeking to stimulate and shape suppliers’ offerings. Deploys resources to meet the needs of supplier management and contract Sets policy for pre and post contract performance and contract data management. Authorizes urgent actions outside the norm and in response to emergency situations.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert Proactive in updating data and in removing outdated or outmoded information. Ensures the existence of the audit trail necessary to map the interface with suppliers. Keeps records of suppliers, goods and services being supplied or offered and the performance of suppliers. Carries out basic purchasing tasks. Reports any deviation from reasonable and ethical approaches. government. Produces contract data and initiates searches for relevant information that can be applied by managers, including the use of tools such as critical path analysis. Secures data relating to product and production processes that informs contract management and communications and relationships with suppliers. Provides guidance to staff in undertaking basic purchasing tasks. advice to solve such difficulties at source where necessary and possible. Uses information to ensure the compliance of suppliers with procurement laws and regulations and to ensure effective monitoring of contracts. Proactively engages with users to communicate and receive information in respect to suppliers and contractors. Schedules and manages contracts using appropriate tools such as Critical Path Analysis. Reviews data management and data management strategies and applies appropriate technologies to such systems as appropriate. management prioritizing actions as necessary. Deploys ICT capability to meet information gathering needs, applies results to enable staff to improve contractual performance. Uses current and comparative data to create strategies to manage suppliers and contractors activities as they interface with the agency. Uses information secured in exploring the experience of other nations in handling suppliers and contractors when preparing the agency’s Annual Procurement Plans. Seeks consistently to maintain services particularly when suppliers, contracts and internal clients are under stress. Builds exit strategies and risk profiles for contracts and initiates action as required. Sets practices, strategies and tactics for handling monopoly suppliers or dealing with situations with an inadequate competitive base. Ensures the implementation of procedures to improve performance of staff. Sets the governance framework for the interface with suppliers. Establishes procedures to improve the performance of staff. ATTITUDES Appreciates the importance of an open approach to suppliers. Expressing concerns about the appropriateness of approaches in a sensitive and non-prejudicial way. Consistent in rejecting inappropriate behavior. Positive and constructive in dealings with suppliers. Sensitive to the need to communicate inappropriate behavior in a positive and constructive way. Responsive to the effects of actions on suppliers and of the importance of acting responsibly and reasonably. Empathizes with suppliers and end users, with strong interpersonal skills. Collaborative and fair with suppliers and seen to be seeking mutual gains without cost to the government. Espouses and values the removal of adversarial stances both with suppliers and with internal clients. Desires and inspires an open approach in setting agendas with suppliers and internal clients.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert SKILLS Collating and handling information from a variety of sources and present it in the most useful format. Efficiently providing data to suppliers and contract end- users, understand their needs and determine when to withhold sensitive data. Monitor performance against pre-determined milestones Use procurement systems and mechanisms associated with data management and control Completing procurement tasks within the agreed timescales Able to place orders within the framework contracts and process quotations where no contracts exists Provides constructive feedback to suppliers based on evidence Contribute to, or draft, reports to key stakeholders Presenting data clearly and positively. Identifying irregularities in data, and correcting them. Operate basic IT tools, Interpret basic MI reports and use them to make basic recommendations Use of internet for research Gathers together data and information from all sources to inform contract management. Draft basic tender documentation with appropriate terms and conditions Uses e-sourcing tools in all aspects of the procurement cycle. Guide bid evaluations and draft recommendations Develops and applies aspects of partnership working and supplier development with specific organizations within the supply base, Report on KPI's against lower value procurements. Applies supplier development techniques planned through the lifetime of a contract Recommends procedures to improve the performance of staff. Anticipates factors that affect performance and takes corrective action Using tools such as Critical Path Analysis in scheduling contracts and in data management. Analyzes completions and provides advice on risks. Developing and setting targets and indicators at an organizational level. Oversees tender process for high-value, difficult to obtain and sensitive procurements Apply judgment to determine how best to apply processes to secure best value in any particular set of circumstances. Identify opportunities where IT systems can be developed to further support Procurement Activity. Effectively monitors contracts through review of data sets and proposed process changes to identify negative and positive impacts Conducts high level contract reviews of performance for high-value, difficult to obtain and sensitive procurements Provides expert guidance to remediate problem areas Controlling conflict during procurement and contract procedures. Aligns the procurement KPIs’ with the organizational goals and targets and provides strategic direction Monitor plans and objectives to ensure results are achieved. Leads strategic sourcing projects capturing benefits, work requirements, impacts and cost savings Provides high level guidance for high-value and sensitive procurements Design, implement and manage procurement systems that interface with financial systems reduce manual effort and facilitate provision of meaningful procurement management information. Guides contract negotiations for high-value and sensitive procurements to ensure successful completion Designing policies that avoid creating conflict during procurement and contract procedures. Engages the top executive in presentations demonstrating benefits of a range of strategic procurements designed to ensure cost savings and
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert value for money for govt procurement Conducts high level contract reviews of performance for high-value and sensitive procurements against agreed key performance indicators Provides timely and expert guidance to remediate performance issues Designing policies that avoid creating conflict during procurement and contract procedures. KNOWLEDGE Computer-aided systems for tracking suppliers, contracts and offerings. Understanding the basic procurement process Managing and organizing data Techniques for tracking suppliers’ offers and contracts. Methodologies for identifying failing suppliers and ensuring continuity of supply in such circumstances. Use of ICT to support contract management and supplier relationship building. Effective pathways and techniques for informing end users of developments that may affect matters of importance to them. The supply chain for PP. Processes that typically lead to the failure of suppliers and contracts. Most common forms of inappropriate behavior by suppliers and methods for dealing with these. The benefits of ensuring positive relationships and establishing effective and efficient supply chains with suppliers, trade associations and international business confederations and their members. Models of levels of staffing and resources required to meet needs of contract data management and relationships with suppliers. Competency Title: Procurement Negotiation and Negotiation Skills Competence Areas: Setting objectives and tactics, Planning and preparation, Conducting Negotiation Definition: The process and interplay between buyer and seller at various stages of the procurement process as allowed under the Procurement Law and its Implementing Rules Regulations. BEHAVIORS Provides administrative support for negotiation activity. Complies with pre-defined rules and procedures. Prepares and organizes background information prior to and where necessary during negotiations. Prepares and records outcomes of negotiations and seeks to ensure the Evaluates options and prepares for the most advantageous position for the negotiation Manages effectively and provides background control and support to Explores options presented by suppliers, as required modifies options, suggests counter proposals constructs new options aimed at securing the best outcome. Selects best position, worst position and Sets the parameters for procurement being mindful of legal and ethical requirements. Provides guidance for costly and politically sensitive
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert avoidance of ambiguity or uncertainty after a negotiation. negotiations. fall back strategies to deploy in negotiation and quantifies these positions. Sets and, as necessary, varies agendas, styles, language, terminology and approaches quickly during a negotiation. Prepares in fine detail prior to any negotiation. procurements. ATTITUDES Recognizes the value of being supportive of the negotiation team. Recognizes of the need to support negotiations by preparing options and data to supply the negotiation team. Mindful of the constraints involved in the negotiations and of the legal framework for procurement. Determined and resourceful in deploying available tools, techniques and resources to secure positive outcomes for the govt. Highly persuasive and influential approach to negotiation. Alert to political sensitivities and their potential impact on procurement negotiations. SKILLS Supporting the negotiation team without breaking the negotiation team’s progress or concentration. Identifying and analyzing options and communicate these clearly and concisely. Listening actively. Calculating quickly and making initial option appraisals. Concealing outward reactions to favorable and unfavorable options offered. Recording, recalling and reproducing outcomes of a negotiation. Using influencing and persuasion skills to secure favorable options and outcomes for organization. Quickly analyzing options offered and terminology used. Keeping negotiations going. Placing self in the other party’s position and behave accordingly. Reading and interpreting body language and other nonverbal communications effectively. Bringing negotiations to a close when appropriate and favorable to the organization. Leading and supporting other members of the team offering significant learning opportunities and building team spirit. Able to change tactics while negotiations are ongoing Balancing political, ethical, managerial and professional considerations to achieve a demonstrably legal, fair and ethical outcome. Explaining complex procurement issues to nonexperts, in a way that secures their agreement and commitment to the outcomes. KNOWLEDGE Government procurement process and the rules pertaining to the negotiation process. The negotiation process and techniques for the preparation of tactics and strategies to secure a positive outcome. Techniques to record the outcomes of discussions clearly, unambiguously and concisely. Mechanisms for setting the tone of a negotiation, strategies to be employed, and positional stances potentially adopted, language to be utilized, and environment for the negotiation. Typical inherent difficulties and dangers in the negotiation process. The effect of political interests and affiliations on the achievement of negotiated outcomes. Techniques and methodologies for balancing different and potentially
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert conflicting interests. Competency Title: Financial and Economic Aspects of Procurement Competence Areas: Financial Appraisal, Whole Life Cost, Business Case Development, Audit/Accounting Compliance, Supply Chain Costing Methods, Foreign Exchange and International Finance Definition: Analysis of financial accounts for contract optimization, selection of suitable contractors with capacity to perform the contract, accounting for procurement and the use of performance indicators. BEHAVIORS Assists in the preparation of financial and economic data and contributes effectively to achieving outcomes. Assists with data verification and assessment of supplier capabilities as directed. Assists in the preparation of reports that form the basis of making entries in the accounts. Prepares accurate data relating to contractors’ accounts, identifying options for action based on that analysis, recommends best solutions to management. Prepares assessments of financial capabilities of suppliers and recommends action in relation to the information produced. Verifies performance indicators and applies to prospective procurement actions. Prepares reports that form the basis of making entries in the accounts. Conducts research to identify buying habits and maximize buying efficiencies. Develops innovative procurement methodologies and improved operations while enhancing communications with suppliers and end- users. Makes recommendations based on costs likely to be incurred as a consequence of procurement activity. Seeks specialist financial advice where necessary and identifies danger signals in the financial information provided. Uses judgment to determine when to involve Audit in any procurement situation. Reviews and approves reports that will be the basis of making entries in the accounts. Encourages staff to develop sound economic and financial solution to procurement issues. Uses performance data to resolve procurement issues. Uses trend analysis, benchmarking and performance data in the development of procurement strategy and tactics. Links this effectively to the budgetary planning and category management processes. Uses data as the basis for risk management. Links procurement performance to overall organizational objectives. Monitors and ensure timely submission of reports that will be the basis of recording in the books of accounts. Provides inputs in preparing annual budgets. Sets policies for the use of accounting data relating to suppliers and sets performance targets (internal and external). Sets challenging and achievable goals and targets for procurement performance, monitors outcomes. Consistently extends targets and exceeds expectations. ATTITUDES Accepting of the view that information from accounts and similar data is valuable in improving procurement performance. Appreciative of the value of well written reports as the basis for decisions regarding performance improvement. Regards ownership and responsibility for tasks and for meeting objectives as essential. Values data as the basis for improving economic returns to government. Determined driver of statistical and numeric soundness of procurement activities. Driven to achieve or better targets with a passion for improving services and delivery. Seeks resolutely to apply whole life costs analysis and wary of simple lowest price Appreciative of the value of setting targets that stretch individuals whilst being achievable.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert buying. Receptive to staff suggestions and ideas. Strong advocate of the use of performance data and reporting this effectively. SKILLS Supporting the preparation of ratio analysis and the collection of performance data. Preparing ratio analyses and collecting significant performance data. Selecting and applying techniques of ratio analysis and performance measurement in the preparation of procurement strategies. Presenting a persuasive case for the adoption of a course of action. Interprets financial data and ratios in terms of their implications for procurement. Analyzing financial accounts and formulate meaningful economic performance indicators. Applies life cycle cost techniques. Evaluating impact of foreign exchange fluctuations and import-Customs duties within contract price analysis and build in factors to manage risk impact Fostering a work culture that values teamwork and effective cooperation. Calculating key financial ratios, to provide evidence as to companies that are at risk. Resolves anomalies and recommends selection of suppliers based on astute interrogation of the data. Anticipates economic trends and informs staff of potential impacts. Creating and clearly communicating targets and goals. KNOWLEDGE Techniques for analyzing financial statements and ratio analysis. Principles of performance appraisal. Methodologies for the use of financial data in procurement activities. Accounting and auditing requirements and their effects on procurement. The organizations’ reporting systems in relation to performance targets. Techniques for using financial data in support of the procurement program and individual contracts. The procedure for determining cost structures and for distinguishing between prices and overall costs. The impact of performance indicators (internal and external) on the procurement program, contracts and individuals performance. The relationship of performance indicators to procurement objectives and goals. The mechanics of the performance measurement process and how this relates to agreed objectives, goals Utilization of suppliers accounts in procurement activity. How financial statistical data can affect procurement activity. The impact of international taxes and duties as well as terms of trade on ratio analysis. Differences between accounting outcomes and performance statistics in varied procurement scenarios based on norms within different sectors of the market and across industries. Policies, financial analysis and performance indicators and the effect each has on the economy and individual elements of the procurement program.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert and targets. Competency Title: Inventory Management and Stock Control Competence Areas: Inventory management (receipts, storage and stock control), Distribution, Disposal Definition: The recording and management of inventory as part of an overall procurement process. Inventory management covers the receipt and custody of items procured, ensuring just-in-time distribution when needed, and disposal of unnecessary stocks. BEHAVIORS Supports actions to maintain the stock levels integrity of the stores, reports adverse indications and makes corrections with or without supervision as necessary. Maintains accurate and appropriate electronic and physical records in an efficient way. Anticipates requirements for common items. Diligently monitors shelf lives of stocks. Designs and operates risk mitigation systems. Manages stocks to minimize losses. Adopts lean supply and just in time methodologies where this is practical. Recommends measures to ensure the stores are secure, hygienic and clean. Calculates inward and outward transport requirements. Uses data from IFMIS to support effective and efficient procurement. Adopts and develops supply and distributions systems and inventory management systems. Takes action to minimize pilfering and other losses, where appropriate initiates disciplinary action for misappropriation of stocks. Engages with and informs end users of stock availability, requisitioning requirements, shortages and difficulties as necessary. Takes action to improve the enduser experience of using stocks. Periodically inspects the physical condition of stock and promptly addresses problems on site. Liaises closely with the accounting function to ensure that the value of stocks and inventories held and that losses of stock are minimized. Sets challenging, meaningful and achievable performance target for resupply and funding required. Ensures effective stock rotation. Develops and implements strategic supply and logistical methodologies seeking to optimize stock holding costs while providing appropriate levels of availability of goods. Considers risks to stock and the resupply system are requires risk mitigation systems and plans to be prepared. Determines what should be held and advises on the impact of all stock holdings. Ever watchful and proactive in predicting changes in market supply conditions, reacting accordingly. Considers, where practical non-standard stock holding techniques and payment routines. Sets the policy framework for stock holding and inventory control. ATTITUDES Keen to ensure efficient and effective resupply mindful of user needs. Approachable and patient in dealing with customers. Responsive to the needs of the staff to improve performance. Dependable in maintaining records. Highly visible and helpful in carrying out stock holding duties both to staff and end users of these stocks. Displays a concern for the welfare of staff in respect of manual Seen to visibly support effective control and holding of requirements focused on effective timely delivery to users. Encouraging to staff, notably praising and rewarding good performance. Proactively concerned that stock holding is not excessive and is rotated effectively.
Level 1 - Aware Level 2 - Basic Level 3 - Intermediate Level 4 – Advanced Level 5 – LEADER/Expert Mindful of the periodic and seasonal requirements for common items in stock. handling and ensures staff are correctly informed of safety requirements. Open in communications with end users and suppliers. SKILLS Applying techniques for recording relevant characteristics of in-coming and out-going stock items. Generating inventory and utilization reports. Using computerized systems and technology for stock and inventory management. Operate stock control systems in line with pre-determined criteria e.g. reorder levels. Calculating Economic Order Quantity (EOQ) requirements, overall stock holding needs and formulate timely resupply programs. Using appropriate techniques to generate analysis of utilization and inventory of stocks. Interpret basic MI reports and use them to make basic recommendations Calculating shelf life of stock items. Manage the balance between the need to provide high levels of customer service, and the need to minimize money tied up in stock. Act on the information provided by IT systems and applying appropriate techniques to ensure safe, secured and appropriate warehousing for all the stocks kept in inventory. Design, implementation and management of inventory control systems including use of existing IT tools and IT procurement systems. Motivates staff to achieve excellent levels of re-supply performance. Ensuring high levels of morale. Decides at a strategic level the use of suppliers in the supply chain. Develops strategic supply chains that optimize stockholding costs whilst providing appropriate service level availability. Ensures proper control and accounting for stores and stocks. Selecting and applying appropriate methodologies to set policies for qualitative stock holding. KNOWLEDGE The items most commonly kept in stock, their recommended or required storage times, and other attributes. Systems for recording in the stock card in-coming and outgoing stocks, for both manual and computerized systems. Computer controls on stock and stock systems. Operation and functionalities of computerized systems pertaining to the recording of receipts and issuance of inventories Organizational policies relating to the holding and handling of stock. Typical systems for inventory management, including the system for recording and generating reports. Operation and functionalities of computerized systems pertaining to the recording of receipt and issuance of inventories. Organizational storage and distribution policies. Disposals policies and regulations, isolating stocks declared surplus to requirements. Effective manual handling and safety requirements. Effective equipment requirements and maintenance thereof. Procurement system. The operation, logical background and operation of storage policies, distribution and onward dispatch and receipt of goods. Security methodologies and storage integrity. Plans and activities that will become operational at times of emergency, local, regional or national. Factors to be taken into account when setting organizational policies in relation to stocks and inventories
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