Job Title: UMFSNP Procurement Specialist
Organisation: Ministry of Agriculture, Animal industry and Fisheries
Funding Source: Global Agricultural and Food Security Program (GAFSP)
Duty Station: Entebbe, Uganda
Reports to: Project Coordinator
Government of Uganda received a grant of US$ 27.64M from the Global Agricultural and Food Security Program (GAFSP) to implement a nutrition-agriculture linked project. This grant supports a five-year Multi-sectoral Food Security and Nutrition Project (UMFSNP) and is supervised by the World Bank. The overall objective of the grant is to support the Government through Ministry of Agriculture Animal Industry and Fisheries in its efforts to: Increase food & nutrition security, raise agricultural productivity, and improve rural incomes.
The project is implemented by MAAIF, MoH, MoES, MoLG, OPM and District Local Governments of Kabale, Ntungamo, Isingiro, Bushenyi, Kasese, Kabarole, Kyenjojo, Arua, Nebbi, Kiryandongo, Namutumba, Iganga, Bugiri, Maracha and Yumbe. The project objective is to increase production and consumption of micronutrient-rich foods and utilization of community-based nutrition services in smallholder households in project areas with the key components being;
Job Summary: The procurement specialist will coordinate the procurement of goods, works and services for the project while assuring all project procurement procedures are adhered to. S/he will be primarily responsible for all procurement activities associated with the UMFSN project.
Key Duties and Responsibilities:
- Set up a procurement management tracking system for the Project
- Prepare annual procurement plans and procurement documents
- Monitor procurement activities, Review technical specifications, Terms of Reference (ToR) and prepare Specific Procurement Notices (SPNs), requests for Expressions of Interest (EOI), Requests for Proposals (RFP), bidding documents and Evaluation Reports
- Review procurement documents received and assist in the process of selecting consultants, contractors and suppliers.
- Assist in the management of contracts throughout their implementation (including: monitoring of inputs of consultants and deliverables; implementation of works against contracts), in liaison with technical staff and promptly seek guidance from the PC when issues arise.
- Prepare quarterly and annual procurement reports as inputs into the Project Management reports and other reports, as and when required.
- Participate in regular update of the Project Implementation Manual (PIM), particularly with regards to procurement.
- Contribute to the preparation of the Annual Work Plan and Budget, particularly the Annual Procurement Plan and description of procurement arrangements.
- Ensure that procurement procedures follow those prescribed in the Project Implementation Manual are followed
- In close consultation with the Head procurement Unit, prepare and make submissions to the Contracts Committee
- Prepare draft contract for Contracts Committee and clearance of the Attorney General and ensuring timely signing of contracts
- Verify that Procurement requests are in accordance to the approved Procurement Plan.
- 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
- Prepare 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
- Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded)
- Any other duties that may be assigned by his/her Superiors from time to time in furtherance of the above responsibilities
Key Performance Indicators:
- Annual Procurement Plans and monthly updates in place
- Weekly and Monthly Procurement and Contract Management status reports/updates submitted to HPDU and World Bank
- Monthly update of procurement monitoring form to be provided to all user departments to be filled and submitted timely provide input into 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
- Timely preparation and submission of documents for the supply of goods, works and services timely to Contracts Committee or World Bank as the need arises;
- Regular procurement performance reports for staff participating in procurement cycle e.g. at evaluation, Contracting Management stages as well bottlenecks identified
- Contracts Register in place
- Demonstrate behaviour of professional and personal ethics, integrity and transparency in dealing with internal clients and service providers.
- Acceptable Record Keeping system in place
- 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
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in procurement and logistics or business administration, finance, law or such other relevant discipline with a Masters degree in either Procurement, Business Administration, Project Planning and Management or other related fields with extensive and demonstrated experience in procurement in all aspects of procurement of goods, non-consulting services, works and consulting services. A professional qualification in procurement related fields is required.
- At least six (6) progressive years of experience working on procurement and disposal activities with at least 4 years’ experience in working with donor funded projects.
- Ability to communicate effectively, orally and in writing, ability to write good reports and documents in English language.
- Demonstrated computer skills, particularly knowledge of Microsoft Office Suite with preference in familiarity with using data processing software suitable for procurement management.
- Strong listening skills and an ability to find and communicate accurate information concerning process, policies and procedures.
- High integrity and accountability in all aspects of project procurement.
- Ability to establish and maintain effective working relationships with colleagues, other departments, vendors and the public.
- Ability to handle multiple tasks simultaneously, set priorities, and work independently, or under minimum supervision.
Process: The short listing and selection of the Project staff shall be conducted in accordance with the World Bank’s guidelines; Selection and Empowerment of consultants (under IBRD loans and IDA Credits and Grants) World Bank borrowers (Jan 2014) (“Consultant Guidelines”)
How to Apply:
Sealed expression of interest (application letters, curriculum Vitae and copies of academic documents) should be delivered to the address below;
Please indicate the position being applied for on top of the envelope.
All applicants MUST register their Names and sign the registration Form as confirmation of delivery of the application.
Applications should be addressed to:
The permanent Secretary ,
Ministry of Agriculture, Animal industry and Fisheries,
P.O. Box 102 Entebbe-UGANDA
Telephone: 0414-320 004/323990
Fax: 0414-321 255
The Head Procurement and Disposal Unit
Procurement and Disposal Unit Office,
Plot 16-18 Lugard Avenue.
Deadline: 3rd October 2022 by 4pm