(PCF) Gambia Public Procurement Competency Framework

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