Procurement Specialist

  • Full Time
  • Mzuzu
  • Applications have closed

Northern Region Water Board - Nkhata-Bay Town Water and Sanitation Project

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Northern Region Water Board

NKHATA-BAY TOWN WATER AND SANITATION PROJECT
VACANCY – PROCUREMENT SPECIALIST (GRADE RANGE M4 TO M3)

Northern Region Water Board is a parastatal organization that was established in 1996 under the Water Works Act (Cap 72:01 of the Laws of Malawi). The core mandate of the Board is to supply potable water to urban, peri-urban and upcoming marketing centres in the Northern Region of Malawi. The Northern Region Water Board is implementing Nkhata-Bay Town Water and Sanitation Project which is financed by the African Development Bank (AfDB), OPEC Fund for International Development (OFID) and the Malawi Government.

As part of the Project Implementation Unit there is need for a Procurement Specialist, who will be employed on a fixed term contract (up to 31st December 2023). Applications are, therefore, invited from suitably qualified and experienced Malawian nationals to fill one vacant position of Procurement Specialist (Grade Range M4 to M3) that has arisen under the Nkhata-Bay Town Water and Sanitation Project.

DUTIES

Under the direct supervision of the Project Coordinator, the Procurement Specialist shall be responsible for overseeing the procurement processes for the Nkhata-Bay Town Water and Sanitation Project in compliance with the procurement guidelines of the African Development Bank and the Malawi Government as specified by the Public Procurement and Disposal of Public Assets Act (PPDA). The Procurement Specialist will be working in close liaison with the Internal Procurement and Disposal Committee (IPDC) of the Northern Region Water Board and other entities responsible for the Project activities.

The Procurement Specialist will be part of the Nkhata Bay Project Implementation Team (PIT) and will take full responsibility for all project procurement processes. This will include among other things, the preparation and consolidation of the procurement plans, preparation of bidding documents and Request for Proposals (RFPs), facilitating obtaining of the necessary clearances, preparation of advertisements, responding to bidders’ clarification requests on advertised contracts and playing a central role in the evaluation of bids and proposals, and contract management.

Specifically the Procurement Specialist shall be responsible for the following duties:-

  1. Using the African Development Bank’s Standard Bidding Documents and Request for Proposals (RFP), prepare project’s customized bidding documents to carry out procurement activities for goods and works, under International, National Competitive Bidding and Shopping Methods, for the former and selection of consultants, for the latter;
  2. Establish a Procurement Tracking System for monitoring of the Project procurement activities;
  3. Prepare and update the Project’s Annual Procurement Plan covering at least the next 18 months;
  4. Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Expression of Interests (EOI) when required;
  5. Establish a register of qualified suppliers and consultants and periodically update per project
    advertisements and consultant’s request of expressions of interest;
  6. Review the Terms of Reference and Specifications for the Procurement activities, for their completeness;
  7. Initiate the procurement process, and participate in the preparation of the short lists, and evaluation reports and pre-qualification of suppliers where necessary;
  8. Coordinate the response to the inquiries, and communicate the results of the evaluation process to bidders/consultants;
  9. Coordinate the preparation of Bidding Documents (BD) and Request for Proposals (RFP) and issue the documents to the respective bidders and consultants;
  10. In cases of procurement actions requiring AfDB “No Objection”, coordinate the submission of procurement documents to AfDB, monitor AfDB response time on issuing “No Objections” at different levels of the procurement process and follow-up accordingly;
  11. Monitor and ensure timely responses to procurement questions raised by the African Development Bank;
  12. Follow-up with the short listed consultants immediately after the RFP issuance to ensure their participation in the procurement process;
  13. Participate in constitution of the Evaluation Committees and assume the role of the Committee’s secretary in recording the minutes of the meetings and ensure that procedures are adhered;
  14. Prepare the minutes of the Evaluation Committee meetings, ensure the completeness of the evaluation reports, ensure internal approval and prepare the necessary document for “No Objection” from the African Development Bank when required;
  15. Coordinate arrangements for the negotiation process, where necessary;
  16. Prepare the final contracts, and ensure timely distribution of all relevant procurement and contract documents;
  17. Ensure timely receipt of the Goods and consultant’s monthly status reports;
  18. Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
  19. Establish a central procurement filing system, and ensure all related documents are included in the respective files;
  20. Provide on the job training for PIT staff on African Development Bank procurement policies, procedures, and guidelines;
  21. Prepare and maintain a procurement manual that will detail the procurement procedures applicable under the project. The procurement manual should detail the record keeping system.

REPORTING OBLIGATIONS

The Procurement Specialist will be required to prepare:-

Monthly, Quarterly and Annual progress reports with:-

  1. A description of the procurement activities carried out during the period including a list of all procurement support provided;
  2. An evaluation of milestones in the period and difficulties encountered;

Any other reports requested by the Project Coordinator.

QUALIFICATIONS AND EXPERIENCE

This position requires a well-qualified and experienced person. Therefore applicants should have the following minimum qualifications:-

  • University Degree in Engineering, Economics, Business Administration, Public Administration, Law, Supply Chain Management or other related disciplines of similar advanced degree from a recognized University;
  • Post graduation Degree or attendance of procurement related courses/ seminars is an added advantage;
  • General post-graduation experience of at least ten (10) years, from which six (6) years specific progressive and continuous experience in procurement and contract management activities, with
  • Demonstrable experience and good knowledge of procurement policies and procedures of multilateral financial institutions such as the African Development Bank (AfDB) and World Bank (WB);
  • Excellent computer skills in Office tools; knowledge of Project Management and Procurement software is an added advantage;
  • Working experience in Sub-Saharan countries is an advantage;
  • Fluency in English is mandatory.

TERMS AND CONDITIONS

Northern Region Water Board shall offer a fixed term contract of about three years with an attractive package (commensurate with qualifications and experience) which includes salary, medical insurance, water, and membership to a Contributory Group Pension Scheme.

METHOD OF APPLICATION

Application letters together with detailed curriculum vitae, copies of certificates or notification of results and two traceable referees must be submitted to the following address:-
Chief Executive Officer, Northern Region Water Board, Kawiluwilu House Bloemwater Street, Private Bag 94, MZUZU

Application letters should reach the Chief Executive Officer not later than 23 August 2019. Only short listed applications will be acknowledged. Northern Region Water Board Is an equal opportunity employer.
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