Programme Manager/Procurement Specialist. Suva. Capital Works Manager. As soon as possible. As follows

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1 JOB DESCRIPTION Position: Location of position: Reporting to: Special functional relationships: Term of Appointment: Programme Manager/Procurement Specialist Suva Capital Works Manager Capital Works Programme Managers, Maintenance Works Manager, Contract Management Engineer/Tender Secretary, Financial Controller and Corporate Services Manager, Fiji representatives of the Asian Development Bank (ADB) and World Bank (WB). The appointment will be for an initial term not exceeding three years. The appointee may be eligible for re-appointment but solely at the Authority s discretion. Expected commencement date: Specific accountabilities: As soon as possible As follows The Asian Development Bank (ADB), and the World Bank (WB) have approved loans of US$100 million and $50 million respectively to the government of Fiji for the Transport Infrastructure Investment Project (the project). The project will improve access to socioeconomic opportunities by supporting FRA to upgrade and rehabilitate land and maritime transport infrastructure. FRA is establishing a project supervision team to be integrated within its existing organizational structure, and to deliver all project outputs in accordance with ADB and WB policies and requirements. The project supervision team will consist of a programme manager/procurement specialist, financial management specialist, environmental safeguards specialist, and social safeguards specialist. The Programme Manager/Procurement Specialist will be responsible for ensuring that procurement delivers the agreed programme and that FRA procurement complies with the FRA s own policies and procedures and the ADB Procurement guidelines. The Procurement Specialist will also be responsible for reporting on all FRA procurement to the FRA Board and ADB and WB as required. Outcomes Responsible to the Capital Works Manager for the general oversight and management of all aspects of FRA procurement. The positions primary responsibility is achieved when: The annual programme of capital works included in the Corporate Plan (and amendments) is delivered to time, budget and quality requirements. All FRA, ADB and WB requirements are met in full Periodic reports to the FRA Board and the lenders are delivered on time

2 Timely information is provided for lender organisation review missions Liaison with the FRA Environment and Social Safeguards Specialist ensures that tender documents and project reporting requirements comply with FRA and lender policy requirements. Liaison with FRA Programme and Project Managers ensures procurement and delivery of projects continues to comply with FRA and lender policy requirements. Project Completion Reports are delivered on time. Daily duties Oversee the day-to-day activities of FRA staff engaged in development and delivery of loan funded projects office and maintain official records of the all project work Lead the annual prioritization and selection of loan funded subprojects for implementation in accordance with the agreed methodology Advise FRA Capital Works staff and project stakeholders on Government, Asian Development Bank (ADB), and World Bank (WB) requirements. Support and advise on the procurement of works, goods, and services in accordance with FRA s own requirements and ADB Procurement Guidelines (2013, as amended from time to time) and on the selection of consultant services in accordance with the Guidelines for Use of Consultants by ADB and its Borrowers (2013, as amended from time to time), checking documentation where necessary with particular attention to major procurement and consultant selection activities Assist in the formulation of technical specifications for the terms of reference of all project activities in relation to consultant and contractor engagement. Organise and facilitate the public release of loan funded project information in accordance with ADB Public Communications Policy Prepare project progress reports on loan funded projects for review by the Steering Committee and for submission to ADB and WB, produce quarterly and project completion reports, and clear for submission to ADB and WB safeguards monitoring reports Liaise with ADB and WB staff in relation to the formulation of review missions. Obtain information and data on the project performance indicators Ensure implementation compliance in relation to the provision of the ADB and WB loan agreements Assist in the preparation and submission of documentation (advertisements, bidding documents, bid opening minutes, evaluation reports, etc) in connection with the international and local bidding processes for procurement of works, goods and nonconsulting services financed by ADB in accordance with ADB s Procurement Guidelines Assist in the preparation and submission of documentation (expressions of interest, shortlisting, request for proposal documents, proposal opening minutes, technical and financial evaluations) in connection with the selection of consulting services financed by the ADB in accordance with the Guidelines for Use of Consultants by ADB and its Borrowers and using ADB Consultant Management System for publication of consulting notices and collection of EOIs Maintain and update the project procurement plan annually and submit to the Project Steering Committee for ADB and WB for review Ensure timely preparation of bidding documents for loan funded consulting services, goods, and works contracts using ADB standard bidding documents and Request for Proposal documents, and submit to ADB for review and feedback Assist in issuing approved general procurement notices for loan funded projects, invitation for bids, bidding documents etc. in accordance with ADB Procurement Guidelines and FRA Operations Manual.

3 Advise the evaluation committee members on the evaluation of bidding documents, and consultant s proposals. Prepare bid evaluation reports (for civil works) and establish and chair consultant selection committees to evaluate technical proposal (for consulting services) for loan funded projects in accordance with the ADB s Bid Evaluation Report Templates Ensure timely submissions of the clearance and approval process for all procurementrelated activities for loan funded projects and follow up with the Evaluation Committees, Tenders Board, Cabinet, Auditor General s Office, ADB and other relevant entities Assist in the preparation of contracts for signature for procurement of consulting services, goods, works and training for loan funded projects in accordance with ADB s Procurement Guidelines and Guidelines on Use of Consultants by ADB and its Borrowers, and FRA s Operations Manual Assist in the negotiation of contracts, in relation to procurement complaints and address procurement related complaints and settle and contractual disputes in accordance with the ADB Procurement Guidelines and Guidelines on Use of Consultants by ADB and its Borrowers, and FRA s Operation Manual Ensure that successful contract awardees prepare and submit construction environmental management plans for approval prior to the commencement of civil works Ensure all project procurement documentation and records are systematically and securely maintained, and accessible for review by the ADB, WB and Government authorized personnel Be accountable for contract administration Be accountable for the monitoring of contract deliverables and the maintenance of the contract register in coordination with the Contracts Management engineer and financial management accountant. Develop six monthly project procurement progress and performance reports and updates on the project procurement risk mitigation action plan Carry out other procurement related-actions necessary to facilitate the effective and timely implementation of the FRA s annual programme of works Ensure that Programme Managers, Project Managers and consultant s site staff are holding regular minute formal meetings to ensure the process of projects are properly monitored and that any issues that may arise are addressed accordingly Perform other duties Job dimensions Number of Staff Controlled: Nil Budget Controlled: None Financial Authority: None Key Interactions Internal: Capital Works Manager, Programme Managers, Project Managers, Contracts Management Engineer, Financial Management Accountant Key Interactions External Ministry of Finance ADB and WB Government agencies Stakeholders

4 Key Requirements of the position Qualifications A Bachelor Degree in Civil Engineering or a relevant Project Management Discipline Experience At least 10 years experience in project engineering and procurement experience Skills, Knowledge and Competencies: The ability to understand the changing environment, and to anticipate developments and opportunities, threats, and weaknesses in order to project a clear pathway forward for the FRA. The ability to dissect a situation/issue and be able to identify treatment options found on a logical argument. An understanding of the functions of the organisation as well as of the specific policy and operating environment. Completes assignments and work activities with a concern of accuracy, demonstrating attention to detail and thoroughness of performance. Correctly perceives the solution to a work situation and applies knowledge and experience in deciding the course of action. Being proactive and taking action before it is required in order to create opportunities or avoid problems. The ability to share responsibility with individuals or groups so that there is a meaningful sense of ownership and commitment to the organisation. The ability to plan and set goals and targets to achieve an objective. The desire to focus on the needs of FRA and stakeholders. The ability to lead a group of individuals towards a desired outcome. The ability to work together in a team with the comfortable sharing of ideas to reach a decision. The ability to regularly review or check work to reduce errors and to improve organisational systems/performance. The ability to adequately manage resources towards the end results required by the organization. Reflects the concern one has for the public perception of the organisation a deep concern for the display of values and behaviour expected within the organization. Competency in Microsoft office suite (Word, Excel, Access, etc) The ability to write accurate activity reports Excellent written and oral communication skills. Personal Performance The personal performance of all employees will be evaluated against their respective Specific Accountabilities and these Common Accountabilities in March each year following submission of the Annual Report to the Minister (in March): The Capital Works Manager will evaluate the performance of the Programme Manager/Procurement Specialist.

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