Procurement Specialist at Ministry of Energy and Petroleum

JOB REF NO.KE-MOE-25843-CS-INDV

The Kenya Off-grid solar access project for underserved counties (K-OSAP), financed by the World Bank and implemented by the Ministry of Energy including Kenya Power and Lighting Company (KPLC) and Rural Electrification Authority (REA), aims to provide a comprehensive suite of investments to provide electricity services to households, enterprises and community facilities, boreholes, with pragmatic business models to attract private sector investment, sustainable services, know-how and efficiencies. The Project will support the following components that are each aimed at:

• Electrification of households, public facilities and businesses through mini-grid systems;
• Electrification of households through standalone solar systems and provision of clean cooking stove solutions for households;
• Electrification of community facilities through standalone solar systems and Solar Water pumps for communities;
• Technical Assistance, including institutional development, capacity building and project implementation support.
• According to The Project Procurement Strategy for Development The project has Four

(4) components as follows:

• Component 1: Mini-grids for Community Facilities, Enterprises, and Households to be implemented by KPLC and REA. This component finances procurement of construction, operation and maintenance of nearly 120 mini-grids, which will be carried out in the 14 underserved counties consisting of lots of 100-700 prospective users, with approximate total demand of 20-300kW. This component will have six (6) contract packages for Supply and Installation, and 7 to 12 years Operation and Maintenance (O&M) of mini-grids with possible renewal of O&M contact period by the client.
• Component 2: Standalone Solar Systems, and Clean Cooking Solutions for Households to be Implemented by Ministry of Energy through debt facility as a financial intermediary (FI) and a grant facility as a management contract. This component has two sub components: Sub Component 2A – Standalone Solar Systems for households; and Sub Component 2B – Clean Cooking Solutions for Households;
• Component 3: Standalone Solar Systems and Solar Water Pumps for Community Facilities to be implemented by KPLC and REA: This component has two sub components: Sub-component 3A – Standalone Solar Systems for Community Facilities; and Sub-component 3B – Solar Water Pumps for Community Facilities.
• Component 4: Implementation Support and Capacity Building: This component has also two sub components: Sub-Component 4.1 – Consumer Education and Awareness; and Sub-component 4.2 – Implementation Support and Capacity Building.

The Project Implementing Agency, the MoEP, has established a Project Coordination Unit (PCU) to focus and fully manage the day to day operation of the project. The PCU is to be staffed with highly experienced key technical experts who will handle and manage the project implementation. As the project involves a number of procurement activities, the MoEP is desirous to recruit a competent procurement specialist to work in the PCU.

Objective of the Assignment

The objective of the consultancy is to provide technical assistance to the implementing agencies and to increase efficiency in processing of procurement and management of contracts under the K-OSAP. The consultancy will also support the achievement of value for money with integrity in achieving the project development objectives through:

• Ensuring the proper and speedy implementation of the project by deploying agreed procurement regulations and effective use of available resources in accordance with the World Bank’s and Government of Kenya
• (GoK) Procurement Regulations and procedures.
• Manage and monitor the project Procurement activities using the Bank’s Systematic Tracking of Exchanges in Procurement (STEP)
• Supporting and strengthening of the structures for procurement implementation and management in the project executing agencies (MoEP, KPLC, and REA);
• Provision of technical procurement support to the MoEP, KPLC, and REA procurement staff to enable them effectively carry out the activities included in the procurement plan.

Responsibilities

• Provide guidance and assistance in procurement of goods, works and consulting services in compliance with the World Bank Procurement Regulations for Borrowers and as appropriate with the GoK procurement regulations, and more specifically:
• Observe, understand and implement all the project documents consistent with the Financing Agreement
• Assist in the preparation, consolidation and monitoring of Procurement Plans using STEP
• Provide support in developing invitations for bids (IFB), requests for expressions of interest (ROEI) and Terms of Reference (TOR) for all procurement activities
• Assist in preparation of bidding documents for Goods, Works and Non consulting services and Request for Proposals in conformance with the World Bank Regulations as well as the GoK procurement regulations, where applicable.Assist in the preparation of evaluation criteria, templates, guidelines and procedures.
• Ensure quality of Procurement Documents, evaluation reports, contract documents before they are submitted to the World Banks for review and Clearance.
• Assist in drafting, signing and monitoring of contracts.
• Assist in the preparation and submission of procurement status reports and procurement performance reviews and reporting
• Build procurement capacity in the Agencies through hands-on training to the Project procurement staff.
• Support the agencies to handle technical, commercial and legal aspects of procurement at all stages of the project cycle;
• Provide operational advice to the agencies on concepts, policies and procedures for procurement of goods and services and selection of consultants;
• Design and conduct workshops for staff of the implementing agencies on the Bank’s and GoK’s procurement policies and guidelines;
• Any other duties assigned by the Project Coordinator.

Assignment Location

The Procurement Specialist will be based at the PCU in Ministry of Energy Headquarters in Nairobi, and will be expected to regularly meet and support the procurement staff at KPLC and REA. The consultant may also be called upon to undertake any other duties as determined by the K-OSAP coordinator, including attending more program-wide meetings to discuss processes which are affected by (or will depend on) procurement processes.

Time frame and Reporting

The expected duration of the consultancy is one year, with possibility of contract extension subject to satisfactory performance. The assignment is expected to commence March, 2018. The consultant will report to the K-OSAP Coordinator at the Ministry of Energy and work closely with the World Bank Procurement Team for guidance and advice.

The Procurement Specialist will be required to submit reports as follows:

• One copy of monthly progress reports highlighting both challenges and achievements;
• One copy of quarterly progress on activities undertaken and solutions to challenges;
• One copy of annual progress reports; and
• One copy of project completion report after the completion of the Project.

Qualifications and Experience

• A Masters degree with a major in a relevant discipline (e.g. Engineering, Law, Procurement, Finance, Business or Commerce) and relevant training in procurement work.
• A professional qualification in procurement from a recognized body such as Chartered Institute of Purchasing and Supply (CIPS) U.K. or the Institute of Supply Management or Procurement Training (ISM) USA or Kenya Institute of Supply Management (KISM) or any other accredited institution;
• At least eight (8) years of direct relevant work experience as Procurement Specialist or alternatively, having had responsibilities with a substantial content of his/her position in the procurement area in donor funded projects;
• Good knowledge of the current concepts, principles and approaches to international procurement, and public procurement systems;
• Knowledge and understanding of technical, commercial and legal aspects of procurement at all phases of Bank lending operations;
• Demonstrated analytical clarity, problem-solving skills and negotiating skills with ability to balance project objectives and procurement requirements with client needs;
• Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material.
• Understanding of Bank business objectives, policies and practices related to project/sector and critical links to procurement will be an added advantage.
• Knowledge and experience in e-procurement will be an added advantage

Selection Method

The consultant selection will follow the World Bank’s Procurement Regulations for Investment Projects Financing (IPF) Borrowers for Individual Consultants.