Procurement Specialist at ACAL Consulting

KEY RESPONSIBILITIES

• In collaboration with other members of the Programme Coordination Unit (PCU),prepare the procurement plan for works, goods and services required by the project and submit the same for approval by IFAD along with the annual work plan and budget( AWPB);
• Assist County Programme Coordinators in preparing their procurement plans for works, goods and services, review and advise as appropriate;
• Prepare and/or assemble of tender and contract documents required for various types of procurement procedures and according to the Public Procurement and IFAD guidelines;
• Prepare tender notices and advertisements in appropriate national and international papers and websites as required;
• Assist the members of the PCU in preparation of TORs and contractual documents for works, goods and services;
• Maintain the contract register on all contracts awarded, in progress and completed and regularly update the same with monitoring data on progress of all contracts;
• Maintain procurement files containing information for review by IFAD supervision missions;
• Participate in monitoring visits of the PCU contract monitoring committees and draw the attention of the Programme Coordinator to potential or actual violation of contractual terms by contractors and service providers for appropriate sanctions;
• Manage all programme assets ensuring proper coding/tagging, record keeping, and quality upgrades;
• Participate in the process of disposals of obsolete assets and ensure that assets are disposed of in the best interest of the Programme and that records are updated in the fixed asset register;
•  Support  the annual physical inventory verification exercise by checking the accuracy of records and location of property and reconcile them against the fixed asset register;
• Undertake inventory control- review stock records and recommend or initiate ordering of supplies to maintain adequate stock levels;
• Undertake annual procurement backstopping to all Programme counties;
• Ensure payment Vouchers are certified and cleared before processing of payments;
• Act as the secretary to the evaluation Committee to review and provide professional opinion on the procurement or asset disposal proceedings on receiving the evaluation report from the evaluation committee;
• Secretary to the inspection and acceptance committee and Disposal Committee;
• Prepare and submit semi-annual and annual procurement reports as may be required by the Programme Coordinator and IFAD;
• Guide the PCU and ensure quality throughout the procurement processes of: i. Preparation of Bidding Appraisal Committee establishment according to the binding laws; ii. Formulation of the summary of the technical proposals submitted by the Service Providers to the Appraisal committee;
• Ensure procured items meet the quality and specifications in all bid documents, and, if not satisfied, advise the procurement committee and the Coordinator accordingly;
• Make necessary administrative and logistic arrangement to deliver and install the procured services and goods;
• Ensure the proper recipient and installation of equipment in the field in consultation with the PCU;
• Carry out Capacity Building of the Programme Support Unit (PSU) and Beneficiaries;
• Ensure timely delivery of procurement capacity building training to the target Counties within the Capacity Development strategies and that procedures are consistent with the legal and institutional framework for GoK;
• Based on needs, travel to the target Counties to ensure and monitor safe delivery and hand over of the procured equipment and facilities;
• Any other duties as may be assigned by the Programme Coordinator and as may be provided under the Public Procurement and Asset Disposal Act 2015 or the Procurement Regulations and any other   functions   that might   be stipulated by IFAD, Public Procurement Regulatory Authority (PPRA) and Directorate of Public Procurement;

Key Qualifications

• A Bachelor`s Degree in Procurement, Logistics, Supply Chain Management, Purchasing and Supply or any other equivalent field;
• Professional qualification in Supply chain management, Purchasing and Supplies, Procurement, Logistics or equivalent professional qualification from a recognized Institution;
• A current and Valid Membership with Kenya Institute of Supplies Management (KISM),or Chartered Institute of Purchasing and Supplies (CIPS) or its approved equivalent from a recognized professional Institution;
• A Master`s Degree in Procurement, Logistics, Supply Chain Management, Purchasing and Supply or any other equivalent field will be an added advantage;
• Have a minimum of 8 years’ experience dealing with procurement of civil works, goods and services with Government and donor funded projects;
• Have a comprehensive knowledge of Public Procurement and Asset Disposal Act 2015, Public Procurement and Asset Disposal Regulations, as well as procurement guidelines for IFAD and the World Bank;
• A good knowledge of computer software: Microsoft Office package (Word, Excel, Power Point e.t.c);
• Excellent communication skills fluency in English and Kiswahili;
• Have good interpersonal and communication skills.

Applicants will be required to satisfy the requirements of Chapter Six of Kenya Constitution 2010 by attaching copies of the following:

• Certificate of Good Conduct from the Director of Criminal Investigations;
• Clearance Certificate from the Higher Education Loans Board;
• Tax Compliance Certificate from the Kenya Revenue Authority;
• Clearance from the Ethics and Anti-Corruption Commission; and
• Report from an Approved Credit Reference Bureau.