Procurement Specialist at World University Service of Canada

The World University Service of Canada’s Field Support Services Project (FSSP) is contracting the services of a short-term Procurement Specialist (Consultant) to support Global Affairs Canada (GAC) to develop a comprehensive manual/handbook on procurement processes to effectively support GAC’s development programming in Kenya. The manual/handbook should take into consideration, all local laws, policies and official government directives that define and govern procurement for local and international organizations. Canada’s development assistance to Kenya is both bilateral (between Kenya and Canada governments) and through collaborating partners (both international and local).

SCOPE OF ASSIGNMENT

The Consultant is expected to; review and analyse policies, rules, directives and processes governing procurements of goods, equipment and services in Kenya (local and international); analyse procurement options, including but not limited to procurement through the government of Kenya, partner organizations, and/or through third party and/or turn-key provider; make recommendations for GAC partner procurement processes to meet Kenyan legal requirements as well as GAC’s procurement policies and procedures and present a well thought out list of risks and mitigation strategies linked to implementing the developed manual/handbook. The manual/handbook to be developed should contain easily implementable procurement processes and procedures in conformance with the laws of the Government of Kenya and GAC’s procurement policies and procedures.

SPECIFIC RESPONSIBILITIES

The Consultant should ensure the Procurement manual/handbook adequately addresses the following areas;

• Define processes for sourcing applications, including nature and timing of procurement events, stakeholder consultations, marketing activities and other awareness creating initiatives;
• Define processes/procedures and suggest templates for submission of applications in conformance with GoK and Canada’s Procurement Regulations, including Requests for Expression of Interest (ROI), Requests for Proposals (RFPs), instructions to bidders, application templates, and document submission requirements from bidders;
• Define processes/procedures and suggest templates for the evaluation of applications, including allocation of tasks and responsibilities in the evaluation process, communication of results to bidders, technical/financial evaluation criteria, scoring and weighting methodology; all in compliance with the laws, policies and directives governing procurement in Kenya and GAC’s procurement policies and procedures;
• Make recommendation on Procurement Committee memberships that comply with local laws; and advise on conduct of Bidder Evaluation meetings for the final selection of successful applicants;
• Define processes/procedures and criteria for conducting due diligence on successful applicants, including any standard metrics to be captured and evaluated in accordance with the local laws;
• Provide technical advice on the drafting, signing and monitoring of contracts with awardees (including clear suggestion on key performance indicators and service level agreements);
• Define processes for addressing environmental and social safeguard matters in the procurement process in compliance with relevant local laws, policies, and directives;
• Define processes for handling procurement disputes (a grievance redress framework);
• Define policies to manage delinquency, non-compliance, and non-performance;
• Define processes for managing conflicts of interest with partnering firms (if applicable) and independent verification agent;
• Provide advice on processes for disbursement of funds, including both upfront and results-based components to awardees;
• Define approval processes for effecting changes to already signed procurement contract, including identification of changes that require the approval of Government of Kenya and changes that can be made autonomously by the Project Managers;
• Provide other advice that is relevant to the procurement functions not specifically listed above.

METHODOLOGY

The Consultant will review all relevant laws, policies and directives governing procurement of goods and services in Kenya; Hold consultations with GAC and partners on the programs and projects being implemented and the nature of procurements undertaken and/or envisaged and review procurement policies and procedures of other development organizations of similar standing as GAC.

EXPECTED DELIVERABLES

• A user-friendly comprehensive manual/handbook on procurement processes in Kenya.
• A synopsis of the manual/handbook with key highlights for discussion and comments by GAC;
• A final manual/handbook, incorporating comments from GAC and partners, as appropriate;
• A presentation to the GAC Development team at the Canadian High Commission in Nairobi, Kenya based on the key contents of the final manual/handbook;

ESTIMATED LEVEL OF EFFORT

The assignment will commence immediately upon the signing of a contract between WUSC FSSP and the winning candidate. The duration of the assignment is up to a maximum of 30 working days.

Activity

Estimated Level of Effort

Inception meeting with GAC and WUSC FSSP

1 day

Consultations and meetings with select implementing partners

4 days

Desktop reviews and analyses

20 days

Preparation of a synopsis of the manual/handbook

2 days

Debriefing and presentation of draft manual/handbook to GAC

1 day

Preparation of the Manual/handbook

4 days

Presentation of manual/handbook to GAC & WUSC FSSP

2 days

QUALIFICATIONS AND MANDATORY EXPERIENCE

The Consultant is expected to possess the following qualifications and experience:

• A Master’s degree from a recognized university with a major in a relevant field (Procurement, Finance, Business/Procurement//Mercantile law, Law, Engineering, Economics, Business Administration, Public Administration, Business or Commerce)
• A professional qualification from a recognized body (e.g. Chartered Institute of Purchasing and Supply (CIPS) U.K., the Institute of Supply Management or Procurement Training (ISM) USA, Kenya Institute of Supply Management (KISM), Chartered Institute of Procurement and Supply, or any other reputable training institution);
• At least 5 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 government/donor funded projects;
• Knowledge and understanding of procurement laws, policy and guidelines of the Government of Kenya and Global Affairs Canada;
• Demonstrated analytical, problem-solving, and negotiating skills with the ability to balance project objectives and procurement requirements with client needs;
• Deep understanding of procurement practices in government ministries/departments in relation to procurement will be an added advantage;
• Excellent communication (written/oral), reporting and presentation skills, and fluency in English.

OTHER COMPETENCIES AND CONSIDERATIONS

• Ability to synthesize and develop high-quality knowledge products from diverse programmatic materials and tools;
• Works well independently with little supervision, as well as within a dynamic team;
• Superior English language proficiency and writing skills; proficiency in French is an asset;
• A good team player.