Assistant Procurement Officer

The Namibia Tourism Board (NTB) was established by the Act of Parliament, Act 21 of 2000. Its main objectives are to market Namibia as a preferred destination and to regulate the tourism industry.

 NTB is an equal opportunity employer and invites competent and suitable qualified candidates to apply for the position of Assistant Procurement Officer.

Assistant Procurement Officer

(Head Office, Windhoek)

Job Grade – Paterson Band B

JOB SCOPE

To assist in the coordination and execution of procurement activities in compliance with public procurement laws and institutional policies. The Assistant Procurement Officer supports the procurement cycle from requisition to delivery, ensuring transparency, value for money, and timely acquisition of goods, services, and works. Is responsibility for coordinating and tracking sourcing activities, contract files, supplier relations, and procurement administration. Supports compliance with statutory procurement frameworks (e.g., Namibia’s Public Procurement Act, 2015, and Tender Board Act, 1996) to ensure transparency, efficiency, and value for money in the tourism regulatory authority’s procurement processes.

Main responsibilities & performance areas

Procurement Support: Assist in the preparation of procurement plans and updates. Support the sourcing and evaluation of suppliers in accordance with approved procedures. Prepare and issue Request for Quotations (RFQs), Request for Proposals (RFPs), and other solicitation documents. 

Documentation & Records Management: Maintain accurate and complete procurement records, including supplier databases, quotations, contracts, and evaluation reports. Ensure proper filing and archiving of procurement documents for audit and compliance purposes. 

Supplier Coordination: Communicate with vendors and service providers regarding procurement requirements, delivery timelines, and documentation. Track orders and coordinate with suppliers to ensure timely delivery and adherence to contract terms.

Compliance & Reporting: Ensure all procurement activities comply with applicable public procurement laws, regulations, and internal guidelines. Assist in the preparation of procurement reports and updates for management and external stakeholders. 

Administrative Support: Provide logistical support for bid openings, evaluation meetings, and procurement committee sessions. Assist in contract drafting and facilitate approvals and signatures. 

Inventory and Asset: Support the linkage between procurement and asset management to ensure receipt and recording of delivered items. Verify deliveries and prepare Goods Received Notes (GRNs) or similar documentation.

Procurement Planning & Monitoring: Assist in drafting and updating the Annual Procurement Plan, working with respective departments to capture needs accurately. Track requisitions and update procurement tracking registers (e.g. Requisitions and PO status). Compile market price comparisons and maintain updated supplier data.

Tendering & Document Preparation: Assist in preparation and dispatch of procurement requests (RFQs, RFPs, EOI, ITB). Organise bid evaluation committee documentation and circulation; prepare non-technical attachments such as indemnities, disclaimers, conflict-of-interest forms. Monitor tender committee schedules and draft agenda, minutes, or action tracking.

Supplier Relations & Data Maintenance: Maintain supplier master data fair and accurate; accurate, update profiles, performance ratings, and contact data. Facilitate onboarding for new suppliers coordinate due diligence checks and vendor evaluation forms. Follow-up on delivery and payment queries jointly with finance/logistics teams 

Compliance, Recordkeeping & Audit Support: Maintain full procurement file (RFQs, evaluation reports, contracts, correspondence) for eventual audit and posting to procurement portal or tender management unit. Ensure compliance with anti-corruption policies, procurement rules and tendering thresholds. 

Reporting & Administrative Support: Prepare weekly/monthly procurement activity updates—cycle times, spending status, pending approvals, vendor performance summaries. Support preparation for Board or Audit Committee submissions related to procurement. Provide general administrative support to Procurement Officer, including schedule coordination, documentation collation, and ad hoc procurement projects

Key Qualifications and Experience Required: 

Key Qualifications:

Diploma in Procurement, Logistics, Business Admin, NQF Level 6–7 or related field

Key Experience:

3 years relevant experience; including entry-level procurement or finance exposure

Essential Requirements

• Proficient in MS Office (especially Excel) and procurement / Accounting system
• Excellent English communication; detail-oriented; strong integrity
• Working knowledge of Public Procurement Act, regulations, and Tender Board Act

Additional Skills:

• Excellent knowledge of the Public Procurement Act
• Computer literacy

Electronic applications, accompanied by a comprehensive curriculum vitae (CV) and encrypted certified copies of identity documents and qualifications, must be submitted via the mentioned platform.

https://jobs.mcidirecthire.com/AvailableVacancies?Text=namibia+tourism+board&Location=

No email applications will be accepted

Please note that only shortlisted candidates will be contacted. If no response is received within three (3) weeks of the closing date, applicants should consider their application as unsuccessful.

Enquiries:

Human Resources Department

Work: +264612906010

Note: Only shortlisted candidates will be notified, and no documents will be returned.

CLOSING DATE: Wednesday, 16^th February 2026