Deputy Director, Registration and Licensing at The Public Procurement Regulatory Authority (PPRA)

Job Purpose

• To coordinate, develop, implement and review the framework for registration and licensing of procurement and asset disposal agents for the implementation of the Authority’s mandate.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• Provide effective coordination in the implementation and enforcement of Guidelines for registration and licensing of procurement and asset disposal agents;
• Coordinate formulation of standards of conduct of business by procuring and asset disposal Agents;
• Spearhead registration and licensing of procurement and asset disposal Agents in accordance with the requirements under the Act, Regulations and the applicable Guidelines;
• Guide in ensuring compliance with the terms and conditions, and standards for use of licenses by the registered and licensed procurement and asset disposal Agents;
• Spearhead development and maintenance of a register of all registered and licensed procuring and asset disposal agents;
• Spearhead review and evaluation of license renewal applications;
• Recommend to Director General revocation of any license not used in compliance with the Act, Regulations and the applicable Guidelines;
• Recommend to the Director General on transfer of procuring responsibility to licensed Agents;
• Coordinate preparation and issuance of supervisory guidelines and standards for better administration of the licensed procuring and asset disposal Agents;
• Monitor the overall performance of the procuring entity and Agents, agency relationships and recommend areas for improvement;
• Spearhead development and implementation of capacity building strategies for public entities and Agents;
• Collaborate with other government agencies on matters registration and licensing of procurement and asset disposal agents;
• Oversee technical review, analysis, reporting and presentation of information on registration and licensing of procurement and asset disposal agents to the Authority’s management and Board Committees;
• Monitor the overall performance of the Registration and Licensing Department in line with the overall strategy of the Authority;
• Develop funding proposals relating to strategic departmental programs in line with the Authority’s mandate;
• Develop Departmental work plans and undertake continuous performance monitoring, evaluation and reporting on the progress of the planned activities;
• Oversee the preparation of appropriate budgets for departmental programs, monitor absorption and ensure optimal utilization;
• Drive efficiency of systems, processes and operating procedures to achieve operational excellence;
• Guide identification and development of the departmental Risk Matrix, mitigation measures and initiate internal control mechanisms;
• Spearheads change management programmes in the department;
• Formulate training and development strategy for departmental staff based on a competency framework in line with both the Authority’s policies and individual needs to ensure adequate internal capacity;
• Develop, motivate and manage the performance of the Registration and Licensing team and ensure continuous alignment to the values of the Authority;
• Implement and review business continuity plan for the department in line with the Authority’s ICT strategies and policies;
• Mentor and coach staff within the department to enhance work performance and productivity.

Operational Responsibilities / Tasks

• Provide regular reports in compliance with the Guidelines and reporting requirements relating to Registration and Licensing of Procurement and Asset Disposal Agents;
• Maintain an up-to-date register on Registered and Licensed procurement and asset disposal agents;
• Monitor and interrogate changes in public procurement and asset disposal Policy, Legal and Regulatory Framework impacting on Registration and licensing of Agents, and advice the Authority accordingly;
• Develop and review the curriculum for training of procurement and asset disposal agents and procuring entities;
• Train/capacity build procurement and asset disposal agents and procuring entities in registration, licensing and engagement of agents;
• Assess the impact of procurement and asset disposal agency in the public procurement and asset disposal system;
• Cultivate, manage and sustain meaningful relationship with stakeholders;
• Develop and oversee the implementation of Departmental service delivery charter commitments to enhance efficiency;
• Oversee staff appraisal and performance in accordance with the requirements of the performance management system;
• Coordinate preparation of performance contract targets for the department;
• Provide leadership, maintain high ethical standards and discipline within the department;
• Ensure a high performing culture and encourage a team-based environment to motivate, mentor, develop and nurture the staff and inspire staff to work collaboratively towards realization of the Authority’s vision, strategic goals and objectives;
• Attend management meetings and other technical committees, task teams, task forces as and when necessary;
• Facilitate knowledge management and transfer within the directorate;
• Oversee management of contracts executed by the Authority relating to the department;
• Ensure compliance with regulatory and statutory requirements within the department.

Job Dimensions:

Financial Responsibility

• Oversee the execution/implementation of the departmental approved budget and procurement plan;
• Ensure fiscal prudence in execution of the departmental budgets.

Responsibility for Physical Assets

• Office equipment,
• Tools, and
• Furniture.

Decision Making / Job Influence

• Strategic,
• Managerial,
• Analytical,
• Operational,
• Financial and procurement,
• Human resource management.

Working Conditions

• Works in an office setting.
• Occasional out-of-station travel within and outside the country.
• Demanding work environment.
• Appearing in courts to provide public procurement and asset disposal expert advice.
• Risks pertaining to advice on public procurement and asset disposal matters issued to stakeholders.
• Accountability for decisions made.
• Exposure to risks incidental to the implementation of the mandate of the Authority, including threats to life, security risks, disruption of work-life balance, exposure to hazards like accidents, diseases.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Bachelor’s degree in any of the following disciplines; Procurement and Supply Chain Management, Applied Sciences, Biological Sciences, Physical Sciences, Social Sciences, Business Studies, Law or related fields from a recognized institution;
• Master’s Degree in any of the following disciplines; Procurement and Supply Chain Management, Applied Sciences, Biological Sciences, Physical Sciences, Social Sciences, Business Studies, Law or related field from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Professional Diploma in a relevant field or its equivalent qualification from a recognized institution;
• Management course lasting not less than 4 weeks from an institution recognized in Kenya; and
• Membership in a relevant professional body in good standing.

Previous relevant work experience required.

• A minimum period of Ten (10) years relevant work experience, four (4) years of which should have been the level of management.

Functional Skills, Behavioural Competencies/Attributes:

• Analytical skills,
• Negotiation skills,
• Communication skills,
• Leadership skills,
• Integrity and ethical,
• People Management skills,
• Planning and Organizational,
• Team leader,
• Organization, interpersonal and communication.