Additional Procurement and Contract Management Specialist at the Region PCU .

Source: World Bank — Ethiopia Resilient Landscapes and Livelihoods Project

                                  Vacancy Announcement

Oromia Bureau of Agriculture invites qualified applicants for the Resilient Landscapes and Livelihoods Project (RLLP) in the region for the following vacant position.

Position Title: Regional Procurement Specialist

Project Name: Resilient Landscapes and Livelihoods Project (RLLP)

Project ID: P163383

Required number of positions: One

Required Qualification

• She/he should have a minimum of First Degree in Purchasing Management, Logistic Management, Supplies Management, Purchasing and Supply Chain Management, and Public Procurement and Asset Management from recognized university.
• She/He should also have at Six 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 (STEP) is an mandatory.
• Excellent Communication and team working skills and proficiency of English and Afaan Oromo language (both written & spoken) are essentia.
• Tasks Summary

The Regional Procurement 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 Regional Procurement and Contract Management Specialist and National Senior Procurement and contract Management Specialist and BoA Procurement Department.

Specific Tasks

Procurement planning

• Initiate procurement requirements by different stakeholders of the project at all levels
• Ensure implementation of annual procurement plans consistent with PAD and Annual Work Plans respectively and in consultation with the concerned stakeholders;
• Monitor the status of the approved procurement plans on quarterly basis and update the plan accordingly
• Conduct market assessment and price trend analysis including the procurement of the project
• Support woredas to implement procurement in accordance with the agreed regulations and to use STEP properly. 
• Provide inputs for the preparation annual work plan and budget

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., MoA and 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 implementing Bureaus as required;
• Coordinate and conduct procurement training workshops for staff at all levels;

Procurement Delivery and contract management

• 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
• Prepare contract agreements to be signed by the BoA
• 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
• 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;

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, STEP 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

Documentation and reporting

• Prepare periodic status reports on the procurement of goods and services under the Project for submittal to MoA 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

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
• Perform any other relevant duties that may be assigned by national and regional Procurement and Contract Management Specialists and National and Regional Project Coordinators; and
• Carry out all project procurement as assigned by the National and Regional Procurement and Contract management Specialist and the project coordinator. 

Deliverables

• The Procurement Specialist will be responsible for overall low to no risk procurement steps and outputs at all levels (Region, woreda and Community).

Reporting Line/Communication

• The Procurement Specialist will report to the Regional Program Coordinators, and work closely with BoA procurement Directorate, other regional project implementing Bureaus, Woreda procuring entities and development partners mainly with the World Bank’s procurement staff.

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.

Place of Work

• Oromia of Bureau of Agriculture at the Region with frequent travel to project woredas.

Salary

• 29,625 (Twenty -Nine Thousand Six Hundred Twenty-Five Birr Only) per month.