AUCTION SERVICES

Auctioneer Services – Scope of Work

Primary Role:
The Auctioneer manages the bidding process, markets and describes items, and handles all administrative tasks from start to finish. The Auctioneer maintains an energetic atmosphere to encourage participation and secure the best possible price for the Embassy.

Pre- and Post-Auction Responsibilities:
The Auctioneer is responsible for all preparations, administrative duties, and post-auction tasks.

Services to be Provided:
The Auctioneer’s services will include, but are not limited to, the following:

1. Coordination and Logistics

   • Coordinate with warehouse property staff to remove and transport identified property to the auction site(s).
   • Provide casual laborers to assist with removing, loading, and unloading property onto the Auctioneer’s vehicle.
   • Work with the property team to complete auction lots and compile detailed lists for each lot.

2. Auction Site Management

   • If required, provide a safe, secure, accessible, and well-guarded auction yard.
   • For auctions conducted outside Embassy premises, provide security for property at the auction site, with approval or guidance from the Regional Security Office (RSO).

3. Compliance and Approvals

   • Ensure all necessary approvals and processes are followed in accordance with host government laws.
   • Liaise with relevant central and local government agencies, including:
     • Ministry of Foreign Affairs and International Cooperation (MFA&IC)
     • National Revenue Authority, Customs Division
     • Juba City Council (JCC)
     • CES Revenue Authority

4. Advertising and Promotion

   • In consultation with the General Services Office (GSO), design and print advertisement materials (flyers, banners).
   • Upon approval, conduct advertisements via FM radio, newspapers (Arabic and English), TV channels, social media, websites, and public mobile announcements (loudspeaker on vehicle in Arabic and English).

5. Government Coordination

   • Transport customs officers to and from the auction site for assessments.
   • Collect and forward customs documents to the U.S. Embassy General Services Office.
   • Provide water and lunch for customs officers as needed.
   • Arrange and pay costs associated with customs assessments.
   • Assist bidders with customs clearance before and after bidding.
   • Cover costs incurred while coordinating with host government officials.

6. Bidder Support and Facilities

   • Provide shade/tents, tables, and chairs for bidders during the auction.
   • After results are announced, guide bidders on obtaining necessary documents (customs assessment forms, Embassy account details).
   • Ensure cleared lots are handed over to successful bidders with support from the property team.
   • Assign staff at the bank (Stanbic) to assist successful bidders with deposits; provide instructions on payment methods.
   • Manage and provide workforce to assist customers during and after bidding; serve as principal point of contact between the Embassy and customers.
   • Set up a working space for Embassy personnel during the auction.