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The Bidding and Planning Officer is responsible for overseeing the Bids and Awards Committee (BAC) Secretariat processes and ensuring the effective implementation of procurement plans. This role requires close coordination with internal stakeholders and external partners to ensure compliance with PBSP procurement policies and the timely delivery of procurement-related outputs.

Duties and Responsibilities

General Responsibilities

1. Assist the Procurement Senior Officer in providing direction and managing the activities of the procurement team.
2. Provide guidance to all stakeholders, ensuring adherence to PBSP procurement policies and procedures.
3. Research and implement industry best practices and market-sensing strategies to optimize procurement processes and meet program requirements.
4. Establish and maintain effective working relationships with management, employees, vendors, contractors, and suppliers.
5. Maintain a centralized database of procurement-related documents, including awards, contracts, and reviews.
6. Conduct document reviews to ensure alignment of bidding materials with PBSP policies.
7. Safekeep meeting records for audit and reference purposes.
8. Perform other related tasks as assigned by the Procurement Senior Officer or management.

BAC Secretariat Responsibilities

1. Lead and manage all BAC Secretariat processes, ensuring alignment with requesting units' requirements.
2. Organize, plan, and execute the bidding process, from supplier engagement to awarding, in compliance with PBSP protocols.
3. Coordinate and facilitate supplier meetings, site inspections, pre-bid conferences, and other activities related to bidding.
4. Maintain an organized and up-to-date repository of BAC-related documents, meeting records, and decisions.
5. Collaborate with requesting units to ensure clarity and completeness of BAC requirements.

Planning Responsibilities

1. Ensure procurement plans are up-to-date, aligned with operational needs, and effectively managed through ERP systems (e.g., NetSuite, SAP).
2. Update and maintain the Procurement Monitoring Report (PMR), providing regular feedback on the status of Purchase Requests (PRs) and Purchase Orders (POs).
3. Monitor the implementation timelines of projects within the procurement plan and provide periodic status reports to relevant stakeholders.
4. Develop procurement plan summaries to support vendor sourcing initiatives and monitor the progress of all ongoing projects.
5. Ensure all purchase requests are linked to their corresponding procurement plans in the ERP system.
6. Conduct regular meetings with stakeholders to provide updates, resolve issues, and ensure the smooth implementation of procurement activities.