Vacancy title:
Procurement Specialist

Jobs at:

Deadline of this Job:
Wednesday, December 18 2024 

Summary
Date Posted: Wednesday, December 11 2024, Base Salary: Not Disclosed

JOB DETAILS:
TERMS OF REFERENCE FOR THE PROCUREMENT SPECIALIST

TRANSPORT CORRIDOR FOR ECONOMIC RESILIENCE PROJECT
Background
The Government of the Republic of Zambia (GRZ) has received financing from the World Bank (WB) towards the cost of implementing the Transport Corridors for Economic Resilience (TRACER) Project which will focus on three (3) key regional transport corridors namely the Serenje to Mpika, Kazungula to Katima Mulilo and the Lusaka to Luangwa Roads. The project will be carried out in accordance with the Environmental and Social Standards (ESSs).

A Project Management Unit (PIU) will be established in the Ministry of Infrastructure, Housing and Urban Development (MIHUD). It will be led by a full-time Project coordinator and will be supported by a Procurement Specialist r among others. The PIU will also ensure effective coordination between all the implementing agencies.

The MIHUD now wishes to engage the services of a suitably qualified candidate to fill the vacant post of Procurement Specialist under the TRACER Project:
Duty Station: TRACER Project Offices, Ridgeway, Lusaka.
• Reports to: TRACER Project Coordinator
• Title: Procurement Specialist (1 Post)
• Responsible to: The Procurement Specialist will be responsible to the TRACER Project Coordinator on all project procurement matters and will work closely with all Project Specialists and implementing Ministries, and Spending Agencies (MPSA), and other key stakeholders during project implementation processes.
• Supervisory control: The Procurement Specialist provides full management over own tasks by providing a weekly overview of procurements done, setting priorities and receiving information on going procurements, and reporting recommendations to the Coordinator for decision making on the accomplishment activities.

Objectives of the assignment:
The Procurement Specialist in conjunction with participating Ministries and Procurement staff in Spending Agencies will oversee all procurement and contractual matters in accordance with internationally accepted standards, Government and World Bank guidelines. Further, the Procurement Specialist will, be responsible for handling consultant contracts and management of the procurement database and monitoring.

Scope of services/ Duties:
The procurement specialist r will work with other sector or technical specialists and take the lead in carrying out all procurement matters under the TRACER Project. S/he will undertake procurement related tasks at all stages to support the project execution at the PIU office. In doing so, the procurement specialist will ensure that necessary administrative procedures and legal provisions of the Financing Agreement, the World
Banks Procurement Regulations and the World Banks Fraud and Anti-Corruption Guidelines and its provisions are applied. S/he will also ensure that applicable provisions of the Zambia Public Procurement Act and Its Regulations are complied with.
Specifically, the Procurement Specialist is expected to among others; –
1. Provide overall technical guidance on procurement related matters;
2. In Consultations with the Heads of User Departments/User Department focal points of procurement, the Procurement Specialist will ensure timely preparation/updating, and submission of the project procurement plans for review and approval by the World Bank;
3. Prepare and publish 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 relevant Technical Departments and Beneficiaries;
4. Verify that Procurement requests are in accordance with the approved Procurement Plan;
5. In consultation with User Departments and Head Procurement Units, prepare bidding documents for acquisition of goods, works and non-consulting services, and the REOI and RFP for consulting services;
6. Ensure that procurement procedures follow those prescribed in the Project Implementation Manual are followed;
7. Lead in organising pre-bid or proposal meetings, providing clarifications,coordinating the Receipt of bids/proposals, opening of bids/proposals/expressions of interest;
8. In close consultation with User Departments and Head Procurement Unit, lead in the Evaluation of Expressions of Interest, Quotations, bids and Proposals;
9. In close consultation with the Head Procurement Units, prepare andmake submissions of committee papers to the Procurement Committee;
10. Coordinate/make arrangements and participate in Contract negotiations for consultancy services and technical discussions for goods and Works where applicable to provide technical guidance;
11. Prepare draft contracts for the Bank review, and clearance of the Attorney General and ensuring timely signing of contracts;
12. Mentor colleagues by sharing knowledge in procurement services;
13. Support capacity building in procurement management of staff that deal with procurement issues with emphasis on World Bank Regulations and the Fraud and Ant-Corruption Guidelines;
14. Ensure that clearance/No-objection(s) from World Bank is obtained in the World Banks Online System for tracking Exchanges in Procurement (STEP) when Required;
15. 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;
16. 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);
17. 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;
18. Facilitate procurement audits and ensure all data and filing is complete and update timely in STEP;
19. Maintain complete procurement files and records including all correspondence related to procurement activities; seek legal advice where appropriate;
20. Prepare procurement inputs to quarterly FMR progress reports;
21. 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;
22. Facilitate the Post Procurement Reviews (PPR) exercise, and follow up;
23. Implementation of PPR recommendations;
24. Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded);
25. Report immediately to the Project coordinator any noted fraud and corruption or governance issues with Procurement staff, Bidders and Consultants; and
26. Any other duties that may be assigned by his/her Superiors from time to time in furtherance of the above responsibilities.

List of reports, schedule of deliverables, and period of performance.
Key Deliverables:
Key Performance Indicators

Note: These indicators might be subject to change, in mutual agreement, from time to time, and as may be initiated by the Project Coordinator. Further the Actual ratings/scores shall be agreed upon with the Project Coordinator within the first six months from the appointment date.

Required Qualifications and Experience:
• Grade 12 School Certificate.
• Minimum of bachelor’s degree in Purchasing and Supply or equivalent from a reputable training institution. An MSc in Procurement, Commerce and or Business Administration or other relevant field will be an added advantage.
• A minimum of five years’ work experience in a Procurement unit with experience in complex high value competitive procurement especially of works and consulting services is required.
• Prior experience of working on donor funded projects will be an added advantage.
• Prior working knowledge of the use of the World Banks STEP systems will be an advantage but is not a requirement.
• Ability to work as part of a team.
• Proven strong writing and analytical skills.
• Good communication skills both oral and written and able to produce meaningful reports.
• Ability to communicate in at least one of the local languages.
• Familiarity with the relevant Government procedures and regulations.
• Good computer skills in Word, Excel, PowerPoint email and the internet.

Good interpersonal relations.

Time Frame and Duration

This is a full-time position on the project with a probation period of Six (6) months. The service is initially for a period of two (2) years but is subject to renewal based on satisfactory performance and project demands.

Subject to the selection process, the successful candidate is expected to commence work immediately.

Applications
Applicants who meet the above requirements should submit their application and certified copies of their certificates to the Permanent Secretary, Ministry of Infrastructure, Housing and Urban Development, P.O BOX 50235, Lusaka, Zambia.




Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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