Procurement Specialist at National Treasury

Ref: Fllcoa/Piu/Ps/2019-20 -1 Post

Job description

The main objective of the Procurement Specialist’s assignment is to provide the requisite procurement advice and support to the PIU to enable it carry out its mandate to provide program management support to the Climate Finance and Green Economy Unit. The Specialist will assist in establishing the procurement procedures of the PIU in accordance with both World Bank Regulations and GOK guidelines, preparation of procurement plans, bidding documents / Request for proposals, ensuring bidding procedures and evaluation mechanisms are intact, representing the Unit in prequalification and tender evaluation committees. He/she will assist in managing policies for PIU program tendering, evaluation, award and contract management, key procurement processes and systems. Since the program is funded through a World Bank credit, it is essential that the Specialist is well versed in the World Bank Procurement Regulations, the Public Procurement and Asset Disposal Act, 2015 and the attendant Regulations, and the use of the Bank’s Systematic Tracking of Exchanges in Procurement (STEP) platform.

Responsibilities

• Be responsible for carrying out procurement functions under the PIU on behalf of the National Treas- ury and Planning (GOK) in accordance with the procedures specified in the Financing Agreement between the Government of the Republic of Kenya and the International Development Association (IDA);
• Preparation and implementation of Project Procurement Strategy for Development;
• Prepare an overall procurement plan for all the goods and services to be procured under the Program, specifying allocation of tasks and responsibilities at each stage of the procurement process; review and update the Program Procurement Plan regularly and submit it to the World Bank for review and approval;
• Ensure that procurement is done in accordance with the provisions of the Financing Agreement and with IDA’s regulations for Procurement as well as the approval mechanisms of the Government of Kenya’s Procurement
• Verify that all proposed purchases are (a) included in the approved procurement plan; (b) eligible for financing under the Credit and confirm the appropriate method to procure goods and services for each contract.
• Assist procuring entities in all aspects of procurement; ensures including the preparation of bidding documents / request for proposals; advertisements;
• Work with the procurement entities and technical teams to ensure timely preparation and issuance of technical specifications, Terms of Reference and other related technical documentation necessary to facilitate commencement of procurement processes;
• Assemble committees with the participation of representatives from the National Treasury and pro- curing entities for the opening and evaluation of bids for purchase of goods and services, evaluation of Expressions of Interest and shortlisting/ and evaluation of Requests for Proposals, as well as contract negotiations and awards: Prepare evaluation reports, contract negotiation minutes, draft negotiated con- tracts, etc.; monitor contract implementation, including issues of claims and disputes, compensation events, etc.; and, undertake procurement;
• Monitor through STEP the publication of bid notices, request for expression. Monitor the timely execution of contracts for consultants’ services and the purchase of goods / equipment including pre- shipment inspections/ tests, and inland transportation and collaborates with the stores on acceptance, storage and delivery;
• Works closely with accounts on payments due under procurement contracts and assists in the prepara- tion of payment documents;
• Prepare and submit quarterly and annual progress reports on status of procurement under the Program to the Program Coordinator for inclusion in the PIU’s program implementation progress reports.
• Acts as a custodian of procurement documents and ensures systematic procurement filing system in the
• Participate in procurement training courses, if necessary, and ensure that the PIU adopts and adheres to any relevant changes in procurement procedures and guidelines, introduced by the GoK and/or the World
• Identify indicators of fraud, collusion and other unethical practices in procurement/selection process; Ensure procurement, contract management and related complaints are properly
• Monitor and assist in the timely response to all procurement related complaints including registration and closure in STEP;
• Assist with other program management responsibilities as identified by the Program Manager –Finance & Strategy and by extension Program

Qualifications

• A first degree in procurement, economics, finance, public administration, engineering, law or any other relevant field;
• Post graduate studies and/or relevant professional qualifications;
• A master’s degree in procurement, economics, finance, public administration, engineering, law or any other relevant field will be an added advatage
• At least 10 years post qualification experience with at least 5-year working experience in public procure- ment, and particularly in projects/program financed by the World Bank and international financial or- ganizations;
• Excellent spoken and written English is a must
• Knowledge of international organizations/agencies’ and GoK public procurement regulations and procedures;
• Specialized training on procurement in line with the World Bank rules would be an advantage;
• Computer proficiency (Windows, MS Office, MS Project, and other relevant software packages);
• Ability to communicate effectively, prepare, negotiate, analyze, elaborate and present reports;
• Ability to work effectively in a multi-disciplinary