EAST AFRICAN COMMUNITY
SECRETARIAT
EAC- PAYMENT AND SETTLEMENT SYSTEMS INTEGRATION
PROJECT (EAC-PSSIP)
TERMS OF REFERENCE – PROCUREMENT SPECIALIST
REFERENCE: EAC-PSSIP - 02 /2013
1.0.
BACKGROUND
Following
a request from EAC Secretariat to the African Development Fund (ADF) for
support to the areas of Payment and Settlement Systems Integration of the EAC-
Financial Sector Development and Regionalization Project (FSDRP1), the ADF
committed to provide a grant in support of the establishment of EA Payment and
Settlement Systems Integration Project (EAC-PSSIP) in the EAC region. The
Protocol Agreement amounting to Fifteen Million Units of Account (UA
15,000,000) signed between EAC and ADF to fund the 4 years project.
The
EAC-PSSIP is aimed at complementing the integration of the regional Financial
Market Infrastructure to facilitate the undertaking of cross border funds
transfers in support of the economies of the region as a whole, together with
providing outreach to rural areas in order to encourage greater participation
in the formal financial sector.
The
objective of the EAC PSSIP is to develop a robust environment for both
wholesale and retail payment and settlement systems and to facilitate market
integration, support effective application of monetary policy and financial
markets aimed at enhancing safety and efficiency in the overall payment and
settlement systems. This will ultimately contribute to the pursuit of sound
macroeconomic policies and improve the functioning of regional integrated
financial markets.
The
project includes the following key components:
(i) Integration of financial market
infrastructure;
(ii)
Harmonization of financial laws and regulations; and
(iii)
Capacity building.
It
is expected that integration of existing systems will be substantially
completed by 2014 and that the regional technological platform will be in place
by 2016.
2.0. MAIN PURPOSE OF THE ASSIGNMENT
The
main objective of this assignment is to provide technical advice and manage all
stages of the procurement process for Goods, and Consultancy Services
undertaken by the EAC Secretariat with regard to the project implementation of
the EAC-PSSIP. The Procurement specialist will report to the Payment Systems
Specialist/ Project Manager.
3.0. DUTIES AND RESPONSIBILITIES OF THE PROCUREMENT
SPECIALIST
The
Procurement Specialist will develop and implement a cost effective procurement
management system for the EAC-PSSIP, including procurement plans in accordance
with the AfDB Rules and Procedures. The duties and functions of the Procurement
Specialist will include, but not limited to:
a)
Set up systems for procurement planning, implementation, monitoring and
documentation for the EAC-PSSIP as per required standards;
b)
Carrying out tendering processes for procurement of goods and services in
accordance with the AfDB Rules and Procedures;
c)
Initiation, preparation and update procurement plans in consultation with the EAC-PSSIP
National Core Project Team;
d)
Advice the project team at all stages of procurement process to ensure that the
EAC-PSSIP procurement activities are carried out in accordance with the
provision of the grant agreement and the Project Appraisal Report;
e)
Guidance and coordination of the collection of inputs for preparing terms of
reference (TORs), technical specifications, requests for proposals (RFP) and
bidding documents;
f)
Advising the evaluation committee members in the evaluation of the bidding
documents and proposals in accordance with the AfDB Rules and Procedures;
g)
Preparing evaluation reports and recommendations for contract awards, technical
evaluation reports and combined evaluation reports, including obtaining the
necessary EAC internal clearances and AfDB’s no-objection;
h)
Coordination and administration of preparation and issuance of General
Procurement Notice (GPN), requests for Expressions of Interest, advertisements
of bid opportunities, issuing bid documents to the prospective bidders;
i)
Provide guidance on public bid opening sessions as well as providing clarifications
where necessary;
j)
Ensure publication of award of contract;
k)
Handle any complaints relating to the procurement process;
l)
Drafting minutes of contract and preparing contracts for signature;
m)
Advise on contract administration;
n)
Development, compilation and maintaining information on material and service
costs, suppliers and products;
o)
Raising of Local Purchase Orders;
p)
Maintaining and ensuring safe custody of procurement records;
q)
Attend to procurement queries, disputes and complaints and report on contract
awards and progress in accordance with the EAC- PSSIP; and
r)
Perform any other duties as may be assigned by the Project Manager.
4.0. QUALIFICATION AND EXPERIENCE
To
be qualified for the position, the candidate must meet the minimum required
qualifications and experience:
a)Must
have a Master’s degree, from a recognized University, in either Procurement,
Management, Economics, Business Administration, Engineering or any other
related field;
b)
Professional qualifications in procurement or certification will be an added
advantage;
c)
Must have at least 4 years’ experience in executing procurement activities at
national, regional or international bodies;
d)
Demonstrable understanding of the public procurement laws;
e)
Must be computer literate in the use of word processor, spreadsheets and any
other applications used in the procurement function;
f)
Working experience with AfDB or other Multilateral Development Bank funded
projects is added advantage;
5.0. OTHER REQUIRED SKILLS AND COMPETENCES
a)
Languages: Fluency in spoken and written English is required. Knowledge of
other languages spoken in East Africa will be an asset.
b)
Technical proficiency: Good understanding of and experience in procurement
management, especially in Multilateral Development Banks’ projects. Proven
ability in managing processes, people and coordination across implementing
teams. Substantive understanding and preferably, experience in all phases of
international procurement operations and in contracting. Good working knowledge
of procurement regulations/contract law and expertise in handling complex
contract issues. Good negotiating skills to shape and influence agreements with
vendors. Sound judgment in applying technical expertise to resolve a range of
issues/problems; ability to train, transfer knowledge and develop the capacity.
c)
Communications: Very good communication skills (spoken and written), including
the ability to communicate effectively with diverse audiences on
procurement-related matters, good negotiation skills and to prepare a variety
of written documents, contracts, reports, etc. in a clear, concise style.
d)
Ethics and Integrity: Must be a person of proven honesty and integrity with no
criminal record, and no situation of conflict of interest, result oriented and
proactive.
e)
Technology Awareness: Good computer skills, including proficiency in
procurement computer systems, spreadsheet, database management and Internet
applications.
f)
Teamwork: Very good interpersonal skills and ability to establish and maintain
effective working relations with people in a multi-cultural, multi- ethnic
environment with sensitivity and respect for diversity.
6.0. TERMS AND CONDITIONS OF SERVICE
This
is an EAC-PSSIP project position supported by African Development Fund (ADF),
and is a non-established position for which contract terms are limited to the
period of the project, and may be renewed subject to performance and extension
of the funding. The Procurement Specialist will be recruited by the EAC
Secretariat for an initial period of two (2) years including a probation period
of six months. The contract may be renewed contingent upon project budgeting
and a satisfactory performance evaluation. Attractive consolidated remuneration
packages for fixed contract positions will be paid in accordance with the EAC-
PSSIP budget.
7.0. STARTING PERIOD
October,
2013.
8.0. HOW TO APPLY
Interested
candidates should submit their applications quoting the reference number of the
position applied for by registered mail, courier service, e-mail (All soft
copies should be in MS Word) or dispatch together with Curriculum Vitae, copies
of both academic and professional certificates and testimonials, names and
addresses of three referees, and day time tele/cell phone contacts to:
The
Secretary General
East
African Community Secretariat Headquarters
EAC
Close
P.O.
Box 1096
Arusha
- Tanzania.
Fax
No: 007 27 2502455/2504481
E-mail:
eac@eachq.org
To be received not later than 5th September, 2013
The
East African Community is an equal opportunity employer. Female candidates are
encouraged to apply. We shall only respond to those candidates who strictly
meet the set requirements.