Procurement specialist for SWE region PIU

Source: World Bank — Ethiopia Resilient Landscapes and Livelihoods Project

VACANCY ANNOUNCEMENT FOR INDIVIDUAL CONSULTANTS

SOUTH WEST ETHIOPIA BUREAU OF AGRICULTURE

RESILIENT LANDSCAPE AND LIVELIHOOD PROJECT

1. Back ground

The South West Ethiopia Bureau of Agriculture is implementing the Resilient Landscape and Livelihood Project (RLLP) in Sustainable Land Management program by the pool funds obtained from International Development Association (IDA), the Government of Canada and the Norwegian Ministry of Foreign Affairs.  The objective of the Project is to reduce land degradation and improve land productivity in selected watersheds in the region. For the successful implementation of the RLLP, the Bureau of Agriculture, which houses the regional SLM Support Unit (RSLMSU), has planned to recruit a Procurement and Contract Management Specialist to support the RSLMP and the Woredas as follows:

1.  Position:      Procurement and Contract Management Specialist

     Reports to:   RLLP Regional Coordinator

     Works at:     Regional SLM Program Coordination Unit (RPCU)

1. Responsibilities

General Responsibilities

1. Tasks Summary

The Procurement and contract Management Specialist will be responsible for procuring materials, planning, supervising and supporting the procuring entity to carry out the procurement activities in line with the World Bank procurement policy and procedure under the supervision of the Senior Procurement and contract Management Specialist.

1. Specific Tasks
   1.  Procurement planning

• Initiate procurement requirements by different stakeholders of the project at all levels
• Monitor the status of the approved procurement plans on quarterly basis and update the plan accordingly
• Ensure and closely work with the specialist at PCU level and the Bureau for on time availability of specifications for procurement of items (goods, services and works)
• Conduct market assessment and price trend analysis including the procurement of the project
• Consult suppliers and/or catalogs to obtain information on quality and availability of products and services
• Guide the preparation of the Terms of Reference, Specifications, and Bid documents for Goods, service and works 
• Provide inputs for the preparation annual work plan and budget
  1.  Capacity building responsibilities
• Ensure the functionality of the Procurement Strategy Document (PPSD)
• Capacity the sub national team in managing and develop skill for STEP
• Develop systems and procedures of procurement functions and give advice to all implementing agencies (e.g., BoAs) to ensure that procurement is carried out according to World Bank and Government guidelines acceptable to the World Bank;
• Providing training and technical support to procurement staffs of the respective regional RLLP and woreda implementing Bureaus as required;
• Coordinate and conduct procurement training workshops for staff at all levels;
• Reference to turn over and reshuffling of the procurement endorsing committee, plan awareness and capacity building plan in consultation with the world bank procurement team
  1.  Procurement Delivery and contract management

• Preparing, reviewing draft bidding documents of the project for Goods and Civil works, and RFP for Consultancy services using the appropriate following the World Bank Guidelines and standard document and Standard Bidding Documents;
• Coordinate Tender/Evaluation Committee meetings, participate in tender evaluation and negotiation process and prepare evaluation reports and minutes;
• Ensure timely delivery of the procurement as per the contract time period
• Ensure timely payment of for the suppliers according to the contract and quality of delivery
• Ensure the establishment of the technical committee of evaluation based on the size and risk level of the procurement    
• Prepare contract agreements to be signed by the BoA or RSLMPCU;
• Respond to procurement enquiries and complaints by prospective bidders and/or bidders;
• Ensure annual and periodical procurement and finance audits and attend all audit queries on procurement
• Follow-up all necessary process of the National/Commercial Bank of Ethiopia including applying for foreign exchange, Letter of Credit, shipping document etc. and that of the World Bank including applying for special commitment letter, withdrawal applications etc
• Following the World Bank Standard Bidding Documents, prepare Request for Quotation, prepare bid documents and obtain the World Bank’s No Objection:
• Float tender and collect bid documents and prepare relevant paper work;
• Perform the bid evaluation process and thereafter preparation of bid         evaluation report for submission to the relevant authorities for approval and to obtain the world Bank’s No Objection;
• Complete and forward purchase orders or contracts to suppliers or consultants; negotiate and follow-up as required;
• Receive bid bond, proforma invoice and performance bond and ensure their validity and timely release;
• 1. Monitoring and support
• Update and maintain project procurement information, including: updated and consolidated project PP, contract registers; any logged project complaints with its resolutions and copies of all major documentations of the procurement process
• Assure the timely implementation of procurement related action plans
• Establish Procurement tracking system and monitor project procurement activities including dispatch of procurement documents; short-landings, damages and necessary arrangements for insurance;
• Conduct periodical supervision to the regions and project woredas on regular basis
  1.  Documentation and reporting
• Prepare periodic status reports on the procurement of goods and services under the Project for submittal to BoA and the World Bank;
• Review project report, the Project Appraisal Document, the financing agreements, Implementation Support Mission aid memories, post procurement review mission reports to ensure that she/he is aware of the elements of established project agreements concerning procurement; issues arising and the requirements of governmental procurement systems;
• Carry out post procurement review, prepare reports and participate in the Mid-term Reviews of the World Bank
• Establish both hard and soft copy documentations mechanism for procurement documents at all levels
• Prepare and keep contract registration and filing procurements document
• 1.  Property administration
• Ensure annual inventory report of the fixed asset for next year procurement planning including the periodical fixed asset registry in line with financial management team
  1. Perform any other relevant duties that may be assigned by Project Coordinator; and

1. Deliverables

• The Procurement Specialist will be responsible for overall low to no risk procurement steps and outputs at all levels.

1. Required Qualification

• She/he should have a minimum of First Degree in Purchasing Management, Logistic Management, Supplies management or other relevant fields from recognized university.
• S/He should also have at four years of practical experience in procurement management.
• The candidates should have sufficient experience working in projects financed by external donors. Knowledge of procurement policies and procedures of the Ethiopian Federal Public Procurement and that of the World Bank would be a requirement.
• Proficiency in computerized procurement management systems is an advantage.
• Experience in STEP (Systematic Tracking Exchange in Procurement).
• Excellent Communication and team working skills and proficiency of English language (both written & spoken) are essential.

1. Reporting Line/Communication

• The Procurement and contract Management will report to the regional project coordinator and work closely with BoA procurement team, regional project implementing Bureaus, Woreda procuring entities and development partners mainly with the World Bank’s procurement staff.

1. Duration of the Assignment

• The duration of the assignment will be for one year, but extendable depending on the satisfactory performance until the project period.

1. Work plan

• Based on the main and specific tasks in the ToR and overall targets of the project, the data base manager is expected to prepare detail annul plan with quarterly and monthly break down.

1. Performance Appraisal 

• In line with Biannual Joint Implementation support mission of the project and based on the detail work plan of the specialist & the project; performance appraisal and rating will be conducted every six months.

1. Place of Work

• Regional town with frequent travel to project implementing agencies and woredas.

1. Salary

• As per the scale of projects of the Ministry of Agriculture.

Application Deadline: - Interested applicants should submit their un returnable CV and supportive documents within seven days starting from the first announcement in person.

South West Ethiopia Bureau of Agriculture                                                                                                     Human Resource Unit

Tel: +251-09 13534635

Bonga, Ethiopia