POSITION 1 PROCUREMENT SPECIALIST. Location: Entebbe Uganda. Reports: The Project Manager/Coordinator

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1 MINISTRY OF AGRICULTURE, ANIMAL INDUSTRY AND FISHERIES REGIONAL PASTORAL LIVELIHOODS RESILIENCE PROJECT PROCUREMENT OF TIME BASED PROCUREMENT SPECIALIST AND CIVIL ENGINEER FOR THE NATIONAL PROJECT COORDINATION UNIT. Background The Government of Uganda has received credit from the World Bank towards implementation of the Regional pastoral Livelihoods Resilience Project (RPLRP). The development objective (PDO) of the project is: To enhance livelihood resilience of pastoral and agro-pastoral communities in cross-border drought prone areas of selected countries and improve the capacity of the countries governments to respond promptly and effectively to an eligible crisis or emergency. To achieve the objective, RPLRP investments will provide support focusing on four main thematic areas: (i); increasing access to sustainably managed water and land resources for pastoral and agro pastoral communities, (ii) developing and strengthening market infrastructure and market information systems at national and regional levels (iii) increasing pastoral and agro pastoral livelihood options;, and (iv) reducing risks due to drought and conflicts related to access to natural resources. The RPLRP is to be implemented over a period of five years, starting in fiscal year 2014/15. It consists of five components: (i) Natural Resource Management; (ii) Market Access and Trade; (iii) Livelihood Support, (iv) Pastoral Risk Management; and (v) Project Management and Institutional Support. The project area is the seven districts of Karamoja, the four Districts of Teso neighboring Karamoja and Kween district in Sebei region. The project implementing agency is the Ministry of Agriculture, Animal Industry and Fisheries through a Project Coordination Unit to be established. The Ministry of Agriculture, now invites suitably qualified individuals, with qualifications and experience as detailed below to apply for the Position of Procurement Specialist and Civil Engineer under the Project Coordination Unit (PCU). The selection of the Individual Consultant will be based on The World Bank-IBRD Procurement Guidelines for Selection and Employment of Consultants (IBRD Loans and IDA Credits, January 2011 (Revised July 2014) and is open to all eligible bidders as defined in the guidelines. As the preparations for effectiveness are under way, the successful candidate will be required to assume office as soon as possible. All the assignments shall be for a period of two years subject to probation period of six months, and renewable subject to satisfactory performance. 1

2 Interested applicants should deliver application letters, detailed curriculum vitae and Copies Academic Documents to the address below not later than 23 rd September, 2015 by 16:00hrs. Please indicate the position being applied for on top of the envelope. The Permanent Secretary, Ministry of Agriculture, Animal Industry and Fisheries Attn: Head Procurement and Disposal Unit Procurement and Disposal Office Main block Plot 14-17, Lugard Avenue, Entebbe- Uganda. address: Telephone: / Fax: POSITION 1 PROCUREMENT SPECIALIST Location: Entebbe Uganda Reports: The Project Manager/Coordinator Job Purpose: The objective of this assignment is to ensure timely implementation of the procurement process in accordance to the procurement plan which will guarantee timely acquisition of goods, works and services. The selected Consultant is expected to play a key coordination role between all stakeholders in the procurement cycle. Scope of work: The procurement Specialist shall; 1. Coordinate Procurement Function between the component coordinators and the Project Coordination unit (PCU) 2. In Consultations with the Component heads, the Procurement Specialist will prepare, review, update and monitor the implementation of the Project procurement plan. 3. Ensure timely preparation and submission of the procurement plans for review and approval by the World bank 4. In consultation with User Departments, prepare bidding documents for acquisition of goods, works and non-consulting services, and the REOI and RFP for consulting services. 5. Ensure that procurement procedures as prescribed in the Project Implementation Manual are followed. 6. Lead the bidding and selection processing, including organizing pre-bid or preproposal meetings, providing clarifications, coordinating the Receipt of 2

3 bids/proposals, leading and participating in the opening of bids/proposals/expressions of interest 7. In close consultation with User Departments, participate in evaluation of expression of Interest, Quotations, bids and Proposals. 8. In close consultation with the user departments and HPDU, prepare and make submissions to the Contracts Committee. 9. Coordinate/make arrangements and participate in Contract negotiations for consultancy services and technical discussions for goods and Works where applicable to provide technical guidance. 10. Prepare draft contract for Contracts Committee review and clearance, IDA review and No Objection, and clearance of the Solicitor General and ensuring timely signing of contracts 11. Verify that Procurement requests are in accordance to the approved Procurement Plan. 12. Prepare and publish general and specific procurement notices/ invitation for bids. 13. Work closely with User departments to ensure that Terms of Reference or technical specifications are obtained timely from relevant Technical Departments and Beneficiaries. 14. In consultation with the Technical Departments 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, 15. Prepare and circulate to all User agencies and contracts committee members the schedule for pre-bid meetings. and expected deadline for submission respectively, 16. Support capacity building in procurement management of staff that deals with procurement issues with emphasis on World Bank and PPDA Guidelines, and mentor colleagues by sharing knowledge in procurement services. 17. Ensure that clearance of No-objection(s) from World Bank are obtained if required 18. 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; 19. 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). In collaboration with technical departments 20. 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; 21. Maintain complete procurement files and records including all correspondence related to procurement activities; seek legal advice where appropriate. 22. Prepare procurement inputs to quarterly FMR progress reports. 3

4 23. 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. 24. Facilitate the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR recommendations 25. Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded) 26. Any other duties that may be assigned by his/her superiors from time to time in furtherance of the above responsibilities. Skills and knowledge Educational Qualifications: A degree in Procurement, Business Administration, Economics, Engineering or other related courses with A post graduate degree in Procurement, Economics, Business Administration, Project Planning and Management from a reputable University. A professional qualification in procurement is an added advantage. Relevant experience a) A demonstrated track record of at least 6 years of strong general experience in procurement services in a large, busy environment with a minimum of 3 years working under the World Bank financed projects. b) Good oral and written communication skills. Should be fluent in English. c) Proven integrity in handling public resources and in executing duties. d) Working knowledge of the PPDA procurement rules and procedures. e) A high level of interpersonal and management skills and ability to work with teams in the organization at all levels. f) Must be able to work under pressure and tight deadlines g) Computer knowledge and skills in Ms Word, Excel, Access, Project and internet/ is a mandatory requirement. h) Proven integrity and confidentiality in handling public resources Other requirements: a) Excellent interpersonal skills b) Sets high personal standards and is goal oriented Strong coaching and leadership skills c) Excellent communication skills, both oral and written Works under minimum supervision Performance indicators 4

5 1. Annual procurement plans and monthly updates in place 2. Weekly and monthly procurement and contract management status reports/updates 3. Monthly update of procurement monitoring form to be provided to all user departments 4. procurement documents for the supply of goods, works and services timely as the need arises 5. 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 6. Regular procurement performance reports for staff participating in procurement cycle eg at evaluation, Contracting Management stages as well bottlenecks identified 7. Contracts register in place 8. Demonstrated behavior of professional and personal ethics and integrity transparency in dealing with clients and service providers 9. Acceptable Record Keeping system in place 10. Schedule of pre-bid/pre-proposal meetings, Proposal opening, bid opening, Financial opening, negotiations shared with relevant User Departments, Contracts Committee and other stakeholders if any at least 2 weeks before planned date POSITION 2: CIVIL ENGINEER Location: Entebbe Uganda Reports: The Project Manager/Coordinator Purpose of the position The RPLRP has a number of infrastructural outputs in the four major components. The purpose of this position therefore is to ensure that these infrastructures are developed in a timely manner and following the designs and specifications contained in the bid documents. The position will serve as a supervisory post for the design consultant and the supervisors of works to ensure that quality work is realized. Duties: The incumbent will be responsible to the National Project Coordinator for performing the following duties:- 1. Collecting and analyzing data on conditions of civil works to facilitate planning and monitoring. 5

6 2. Developing and coordinating work plans for civil works development. 3. Designing, documenting and supervising the construction works for the programme. 4. Developing and disseminating guidelines in respect of development of civil works. 5. Designing tender and contract documents. 6. Supervising civil works 7. Developing and enforcing appropriate designs in construction works and maintenance. 8. Formulating and reviewing civil works projects and programmes. 9. Monitoring and evaluating projects and consultancies. 10. Preparing reports. 11. Coordinating and facilitating projects. 12. Building capacity of technical staff. 13. Any other duties as may be assigned from time to time. Minimum Qualifications and Work Experience 1. The applicant should be holding an honours degree in Civil Engineering plus a minimum of Postgraduate Diploma in a related field from recognized University/Institution. 2. Applicant must have a minimum of six (6) years relevant working experience gained from Government or reputable organization after graduation. 3. The applicant should be a member of the Uganda Institution of Professional Engineers (UIPE) or other recognized international engineering institution. Being a registered engineer with the Uganda Engineers Registration Board (ERB) is desirable and it would be preferred. 4. Applicant should have practical experience in planning, designing and implementation of civil engineering works. This experience should be clearly demonstrated in the applicant s application. 6

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