Summary
Date Posted: Friday, September 13 2024, Base Salary: Not Disclosed

JOB DETAILS:
The procurement Assistant will support the co-ordination and general support to the procurement process. The procurement Assistant will help assure and guarantee a timely acquisition of works and services to the required specifications and consistent with the overall project budgets and objectives.

Key Duties and Responsibilities
• Support the timely preparation/updating, and submissions of the project procurement plan for review and approval by management
• In consultations with the procurement manager, review, adjust (where applicable) and monitor the implementation of the project procurement plan
• Verify that procurement requests are in accordance to the approved procurement plan
• Ensure that procurement procedures are in line with the provisions in the SoP of the CJC. and the provisions of the Project Implementation Manual are followed
• Assist in the preparation and publication of general and specific procurement notices/ invitation for bids and work closely with user departments to ensure that Terms of Reference or technical specifications are obtained timely from the relevant technical departments and beneficiaries
• Assist when required, in the preparation of bidding documents for acquisition of works and Request for Expressions of Interest (REoIs) and Request for proposal (RFP) for consulting services, consultant’s shortlists and other documents based on relevant procedures for the procurement of Works and consultant services
• Support the bidding and selection processing, including organizing 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.
• Assist in the preparation of draft contract for consideration, ensuring timely signing of contracts
• Support capacity building efforts and mentor colleagues by sharing knowledge on procurement of works and services
• Participate in the 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
• Assist in contract monitoring and administration, liaise with the technical teams to ensure procurement contracts are efficiently managed, monitored and executed on time in order to get the value for money
• Support the monitoring and tracking of 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
• Maintain complete procurement files and records including all correspondence related to procurement activities.
• Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded)
• Ensure provision of procurement services such as PO preparation; conference facilities arrangement
• Taking down of minutes of pre-bid conferences where needed
• Participate in the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR recommendations
• Report immediately to the Management any noted fraud and corruption or governance issues with staff, bidders and consultants
• Carry out any other duties as may be assigned from time to time by the Procurement’s Manager

Qualifications, Skills and Experience
a) The ideal candidate must hold a university Degree in Economics, Business, Law, Procurement, Supply Chain Management, Commerce or a related discipline,
b) A post graduate degree in Procurement, Economics, Business Administration, Project Planning and Management from a reputable University is an added advantage.
c) A professional qualification in procurement will be an added advantage
d) At least five years’ experience in public procurement with at least three (3) years working on high value civil works and consultancy services procurements using Development Partners’ procurement guidelines (such as AfDB, World Bank, EU)
e) Computer literacy skills are mandatory
f) Experience in the preparation of construction and consultancy bidding documents, evaluation reports and contracts is required
g) Excellent interpersonal, oral and written communication skills
h) Ability to work and produce accurate results in an environment with multiple and challenging tasks
i) A person of high integrity, confidentiality in handling public resources, must be highly motivated, innovative and a committed team player

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education:

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