The Ugandan Jobline

 Job Title:    Procurement Specialist

Organization:  Ministry of Water and Environment

Project Name: Irrigation for Climate Resilience Project
(ICRP)

Funding Source: World Bank

Duty Station:  Kampala,
Uganda

 Reports to: Project Coordinator (ICRP)

 

About US:

The Ministry of Water and Environment (MWE) was established in 2007, from
the then Ministry of Water, Lands and Environment, following the cabinet
decision taken on 15th April, 2007. It has the overall responsibility of the
development, managing, and regulating water and Environment resources in
Uganda.  In the process of executing all
its operations, the Ministry is committed to zero tolerance to fraud and
corruption as guided by the existing legal national frameworks and institutions.

 

About World Bank ICRP Project:

The Irrigation for
Climate Resilience Project (ICRP) aims to support the Government of Uganda
(GoU) in the shift towards more resilient agriculture through the development
of sustainable irrigation services. The project intends to address Uganda’s
climate change vulnerabilities by: (i) promoting adoption of irrigation by
small farmers, in synergy with other agriculture inputs and technologies; (ii)
increasing water storage capacity; (iii) promoting drainage; and (iv) promoting
sustainable catchment management. Through the introduction of irrigation
services, combined to the provision of extension services and facilitated
access to agri-inputs, farmers are expected to record more stable and higher
yields, increase intensification (by cropping also during the dry season), and
diversification (by introducing higher value crops). This change will be pulled
by the market, with irrigation becoming the anchor for stronger producer
organizations and development of value chains. The project recognizes the need
to explore a range of irrigation models adapted to local needs.

 

Job Summary: The
Procurement Specialist will ensure timely implementation of the procurement
process in accordance to the procurement plan to ensure timely acquisition of
goods, works, Non-Consulting services and consulting services. The selected
Consultant is expected to play a key coordination role between all stakeholders
in in the procurement cycle.

 

Key Duties and
Responsibilities:

·        
Coordinate
Procurement Function between the component Coordinators and the Procurement and
Disposal Unit on behalf of the Head Procurement and Disposal Unit.

·        
In
consultations with the Project Coordinator and Component Coordinators, the
Procurement Specialist will prepare, update, and monitor the implementation of
the Project procurement plan.

·        
In close
liaison with the Project Coordinator, ensure timely preparation/updating, and
submissions of the project Procurement plans for review and approval of the
World Bank.

·        
In
consultation with Project Coordinator and Head Procurement and Disposal Unit,
prepare bidding documents for acquisition of goods, works and non-consulting
services, and the REOI and RFP for consulting services.

·        
v.         Ensure  
that   procurement   procedures  
follow   those   prescribed  
in   the   Project Implementation Manual in accordance
to the Procurement Regulations for IPF Borrowers July 2016 revised November
2018 are followed.

·        
Take a
lead in the bidding and selection processing, including organising pre-bid or
pre-proposal meetings, providing clarifications, coordinating the Receipt of
bids/proposals, leading and participating in the opening of
bids/proposals/expressions of interest

·        
In close
consultation with Project Coordinator and Head Procurement and Disposal Unit,
participate in Evaluation of Expression of Interest, Quotations, bids and
Proposals.

·        
In close
consultation with the Project Coordinator and Head Procurement and Disposal
Unit, prepare and make submissions to the Contracts Committee.

·        
Coordinate/make
arrangements and participate in Contract negotiations for consultancy services
and technical discussions for goods and Works, where applicable, to provide
technical guidance.

·        
Working
closely with the user department, if need arises, draft contract for Contracts
Committee and IDA review, and clearance of the Attorney General and ensuring
timely signing of contracts

·        
Verify
that Procurement requests are in accordance to the approved Procurement Plan.

·        
Prepare
and timely publish general and specific procurement notices/ invitation for
bids and contract award notices.

·        
Work
closely with Component Coordinators to ensure that Terms of Reference or
technical specifications are obtained timely from relevant Technical
Departments.

·        
In
consultation with the Technical Departments, take a lead in the preparation of
bidding documents, request for proposals, consultant’s shortlists and other
documents based on relevant procedures for the procurement of Goods, Works and
on Consultant Services and for the selection of consulting services

·        
Support
capacity building in procurement management of staff that deal with procurement
issues in using World Bank and PPDA Regulations, ensuring the differences
between the two procedures are clarified.

·        
Ensure
that clearance/No-objection(s) from World Bank is obtained if required.

·        
Preparation
of Procurement progress reports at a minimum on monthly basis, highlighting
among others the progress on processing various contracts, constraints met and
any other issues that require Management attention;

·        
Participate
in Contract monitoring and administration by ensuring that in close liaison
with the Technical Departments that all procurement contracts are efficiently
managed, monitored and timely completed in order to get the value for money
(good quality at a lower cost).

·        
To
enhance the efficiency and effectiveness of the Procurement Data Management
system and in particular set up a filing and record keeping system that ensures
that procurement records are easily retrievable and available for procurement
audits and Post Procurement Reviews (PPR) exercise and follow up implementation
of PPR recommendations working closely with the Head PDU.;

·        
Maintain
complete procurement files and records including all correspondence related to
procurement activities; seek legal advice where appropriate.

·        
Prepare
procurement inputs to quarterly FMR progress reports.

·        
Monitor
and track contracts being processed, identify constraints/challenges/issues
especially deviations from agreed procurement schedules and seek to resolve
issues in a timely manner in appropriate consultation with the Project
Coordinator

·        
Compile
procurement files to facilitate the,

·        
Prepare
and update the Procurement/Contracts Register (List of all procurement
contracts awarded).

·        
Report
immediately any noted fraud and corruption or governance issues with
Procurement and other staff, Bidders and Consultants.

·        
Any
other duties that may be assigned by his/her Supervisor from time to time in
furtherance of the above responsibilities.

 

Key Performance Indicators

·        
Annual
Procurement Plans and regular updates

·        
Weekly
and Monthly Procurement status reports/updates submitted to HPDU and World Bank
and Contract Management reports as availed by Contract Manager as well
bottlenecks identified

·        
Monthly
update of procurement monitoring form to be provided to all user departments to
be filled and submitted timely provide input into Monthly Contracts
Implementation Status reports for all contracts showing the total amount of the
contract, amount already paid and balance to be paid on each contract as well
as any noted challenges risks, etc and proposed mitigation plans.

·        
Timely
coordination with Technical departments for technical inputs, preparation and
timely submission of documents during procurement processing to Contracts
Committee and then to World Bank as the need arises;

·        
Contracts
Register in place

·        
Demonstrate
behaviour of professional and personal ethics, integrity and transparency in
dealing with internal clients and service providers.

·        
Acceptable
Record Keeping system in place.

·        
Schedule
of pre-bid/pre-proposal meetings, Proposal opening, bid opening, Financial
opening, and negotiations shared with relevant User Departments, Contracts
Committee and other stakeholders if any at least 2 weeks before planned date.

·        
Fortnightly
updates to the Schedule of bid securities, validity periods etc. submitted and
expiration dates as well as for the performance guarantees to ensure timely
extension is effected at least two weeks before expiry.

 

Qualifications, Skills and Experience:

·        
The
applicant must hold a University degree in Procurement, Business
Administration, Economics, Engineering or other related courses with a Masters
Degree in either Procurement, Economics, Business Administration, Project
Planning and Management or other related courses with extensive and
demonstrated experience in procurement in all aspects of procurement of goods,
non-consulting services, Works and consulting services;

·        
A strong
experience of at least 6 years’ general experience in procurement services with
3 years’ experience in public sector and at least 2 years working experience
handling processing under a World Bank financed project with a demonstrated
strong track record;

·        
Previous
experience in processing high value contracts subject to international
competition, and in working with multi-sectoral/cross departmental teams are
added advantages.

·        
Good
oral and written communication skills. Should be fluent in English. Proven
integrity in handling public resources and in executing duties.

·        
Working
knowledge of the PPDA procurement rules and procedures.

·        
Demonstrated
proficiency in World Bank funded Procurement management.

·        
A high
level of interpersonal and management skills and ability to work with teams in
the organisation at all levels.

·        
Must be
able to work under pressure and tight deadlines

·        
Computer
knowledge and skills in Microsoft packages and internet/email is a mandatory
requirement.

·        
Proven
integrity and confidentiality in handling public resources

 

How to Apply:

All suitably
qualified and interested candidates are invited to submit their expressions of
interest and CV with a phone contact, postal address and e-mail address to the
address below. Please attach (a) Copies of relevant academic
documents/qualifications and (b) Copies of the appointment letter(s)/Contract(s)
of the current or most recent employment.

 

Address to:

 

The Head,

Procurement &
Disposal Unit

Ministry of Water
and Environment Headquarters

Plot 3-7, Kabalega Crescent, Luzira

Kampala, Uganda

 

NB: Only
shortlisted candidates shall be contacted.

 

Deadline: 9th November, 2020 by 14:00 hours

 

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