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Job Title: Procurement Specialist

Organisation: Ministry of Education and Sports

Duty Station:  Kampala, Uganda

About US:

The Ministry of Education and Sports (MES), is a cabinet-level ministry of Uganda. It is mandated “to provide technical support, guide, coordinate, regulate and promote quality education, training and sports to all persons in Uganda for national integration, development and individual advancement”, according to the website of the ministry.

Job Summary: Responsible for providing the overall leadership of the procurement function of the project and ensure that all procurements, terms of reference and lists of goods and services under USEEP are carried out in line with the World Bank regulations, procedures and Government of Uganda (GoU) procurement and disposal regulations. He or she will ensure that goods and services are delivered on time and to the requirement specifications; and are consistent with the overall project budget and objectives.

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, review, update (where applicable) and monitor the implementation of the Project procurement plan.
• 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.
• Ensure that procurement procedures follow those prescribed in the USEEP Project Implementation Manual
• Lead 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.
• Prepare 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 USEEP Procurement Plan.
• Prepare and publish general and specific procurement notices/ invitation for bids
• Work closely with Component Coordinators to ensure that Terms of Reference or technical specifications are obtained timely from relevant Technical Departments and Beneficiaries
• In consultation with the Technical Departments support 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
• Mentor colleagues by sharing knowledge in procurement services
• Support capacity building in procurement management of staff that deal with procurement issues with emphasis on World Bank and PPDA Guidelines.
• Ensure that clearance/No-objection(s) from World Bank is obtained if required
• Preparation of monthly Procurement progress reports , 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).
• Developing a filing and record keeping system that ensures that procurement records are easily retrievable and available for procurement audits; Maintain complete procurement files and records including all correspondence related to procurement activities; seek legal advice where appropriate.
• 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 Management.
• Facilitate the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR recommendations
• Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded)
• Report immediately any noted fraud and corruption or governance issues with Procurement staff, Bidders and Consultants.
• Any other duties that may be assigned by his/her Superiors from time to time in furtherance of the above responsibilities.

Key Result Areas

He or she will be responsible for:

• Update Procurement Plan as needed in consultation with Project Coordinator to confirm eligibility and after User department obtains necessary internal clearances
• Preparing and submitting Monthly Procurement and Contract Management status reports/updates to H/PDU, Project Coordinator, and World Bank.
• Obtain monthly updated from contract managers, and prepare Monthly Contracts Implementation Status reports for all contracts showing the progress made against planned progress, the contract value, amount already paid and balance to be paid on each contract.
• Timely preparation and submission Preparing and submitting of bidding/RFP, evaluation, and contract documents for the supply of goods, works and services to HDPU for transmittal for
• Contracts Committee’s review, or World Bank as the need arises;
• Reporting on performance of staff participating in procurement cycle e.g. at evaluation, Contracting Management etc particularly in regard to delays;
• Preparing and maintaining a Contracts Register
• Developing and maintaining an acceptable Record Keeping system

Qualifications, Skills and Experience:

• The ideal applicant must hold a Honors degree in either Procurement or Supply Chain Management, Business Administration, Economics, Civil Engineering, Project Planning and Management or other related courses
• A Master’s Degree in Procurement and Supply Chain Management, Business Administration, Economics, Civil Engineering, Project Planning and Management or other related courses
• Full CIPS Qualification is added advantage.
• A minimum of ten (10) years general experience in procuring goods, services and works with at least seven (7) years in a public sector institution.
• At least three (3) years of experience implementing procurement using procurement procedures of World Bank, African Development Bank (AFDB) or other Multilateral development Bank. Experience in processing high value contracts (subject to international competition) in civil works, supply of goods and consultancy services and in working with multi-sectoral teams.
• Proven experience in implementing procurement of high value contracts and procurement planning is an essential requirement.
• Sound and demonstrated knowledge of the PPDA Procurement Rules and Procedures.
• Familiarity with working with World Bank Standard Procurement documents for Civil Works and Construction Supervision with Environmental and Social safeguard provisions and requirements.
• Good oral and written communication skills. Should be fluent in English.
• A high level of interpersonal and management skills and ability to work with teams in the organization at all levels.
• Must be able to work under pressure and tight deadlines.
• Computer knowledge and skills in MS Word and MS Excel and internet/email is a mandatory requirement.
• Proven integrity and confidentiality in handling public resources and in executing duties.

How to Apply:

All suitably qualified and interested Individuals should submit sealed applications accompanied with certified Copies of their academic documents and detailed Resume giving full details of the applicants’ education, qualifications, experience, three referees with their full address, e-mail and telephone contacts as well as the candidate’s full address, telephone number and e-mail to the address below;

The Permanent Secretary,

Ministry of Education and Sports; and delivered to

Ministry Registry, Plot 9/11 King George VI Way,

Embassy House, 4th Floor, Room 1,

Kampala. Uganda

Please note that only shortlisted candidates will be contacted

Deadline: 22^nd August 2022 at 5:00pm

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