East African Community Secretariat
EAC - Payment
and Settlement Systems Integration Project (EAC - PSSIP)
Terms of Reference: Procurement Specialist
Reference: EAC - PSSIP - 02 /2013
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, multiethnic 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 EACPSSIP budget.
7.0. Starting Period: October, 2013.
8.0. How to apply
Download EAC Job
Application Format from the EAC website
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.
