Organisation: Rural
Electrification Agency (REA)
Procurement Reference No.: REA-ERTIII/SRVCS/15-16/00138
Duty Station: Kampala, Uganda
The Rural
Electrification Agency (REA) is the Secretariat of the Rural Electrification
Board (REB) as established by Statutory Instrument 2001 No. 75. The REB’s main
function is to oversee the management of the Rural Electrification Fund (REF)
and facilitate the development and implementation of the Government’s Rural
Electrification Programme. The execution of this programme requires additional
manpower in the areas of electricity distribution network designing, project
and contract management and construction supervision.
About World Bank Project:
The Government
of Uganda (GoU) has applied for financing from the International Development
Association (IDA) of the World Bank in the amount of US$135 million equivalent
towards the cost of Uganda Energy for Rural Transformation Phase III (ERT III)
and it intends to apply part of the proceeds to payments for consulting
services to be procured under the project. The Project Development Objective of
ERT III Project is to increase access to electricity in rural areas of Uganda.
Job Summary: The Procurement
Officer will ensure that all procurements, terms of reference and lists of
goods, services, non-consultancy senates and works under the Rural Electrification
Agency (REA) Component of the ERT III Project and that they are carried out in
line with the World Bank Guidelines and procurement systems, are delivered on
time, to the required specifications and scope; and are consistent with the
overall project budgets and objectives.
Key Duties and Responsibilities:
·
The incumbent will be managing the procurement of
goods, works and services under the REA component of the ERT III Project in
accordance with the World Bank and Government of Uganda procedures and in so
doing ensure that the procurement process commences in a timely manner and in
accordance with the Procurement Plan.
·
Work in liaison with the ERT Department, prepare and
update the project annual Procurement Plan and ensure that the Procurement Plan
is integrated with REA’s overall Procurement Plan, work plans and the Financial
Budgets.
·
Draft a strategy for timely implementation of the
Procurement Plan for the project and ensure that project procurements are
carried out efficiently and effectively according to the Procurement Plan.
·
The incumbent will take primary responsibility for
preparing solicitation documents taking into consideration the user
requirements and market circumstances. Following appropriate approvals,
coordinate the issuance of the documents in a timely manner.
·
Provide the necessary input to the Procurement and
Disposal Unit (PDU) processes to ensure that the Public Procurement Management
System (PPMS) is continuously updated for contracts under ERT.
·
Guide on the procurement methods appropriate and
consistent with the Procurement Plan.
·
Arranging for publishing of specific procurement
notices/ invitation for bids and Request for Expression of Interest.
·
Oversee the bidding and selection process of
contracts under the project, including organizing pre-bid or pre-proposal
meetings, providing clarifications, coordinating the Receipt of bids/proposals,
leading and participating in the opening of bids/proposals/expressions of
interest.
·
Prepare and circulate to all User Directorates and
contracts committee members the schedule for pre-bid meetings, pre-proposal
meetings, and deadline for submission respectively, to ensure adequate planning
for participation.
·
The incumbent will coordinate and Participate in
Evaluation of Expression of Interest, Quotations, Bids and Proposals for
contracts under the project and ensure that this is done in a manner that
upholds a high level of confidentiality, and lead preparation of the bid
evaluation report for the submission to the relevant authorities for approval.
The Procurement Officer shall take primary responsibility of ensuring that
evaluations are completed and reports submitted in a timely manner.
·
In cases of procurement actions requiring World
Bank’s “no objection”, ensure that clearance/No-objection(s) from World Bank
are obtained working in collaboration with the Manager, ERT, support
coordination of the dispatch of procurement documents to the World Bank, and
monitor World Bank response time on issuing “no objections” at different
levels of the procurement process, and follow-up accordingly.
·
Coordinate/make arrangements and participate in
Contract negotiations for consultancy services and technical discussions for Works
where applicable to provide technical guidance and take primary responsibility
for preparing negotiation plans, minutes of negotiations and draft contracts.
·
Prepare draft contract for Contracts Committee and
IDA review, and clearance of the Attorney General and ensuring timely signing
of contracts.
·
Mentor colleagues and support capacity building by
sharing knowledge on applicable procurement procedures.
·
Prepare and submit procurement progress reports at a
minimum on monthly basis, highlighting among others the progress on processing
various contracts, constraints met and any other issues that require Management
attention.
·
Actively participate in Contract monitoring and
administration by ensuring that Technical Departments prepare monthly contract
management reports to inform PDU REA Management and PCU/Bank whether contracts
are efficiently managed, monitored and on track for timely completion.
·
Actively monitor and track contracts being
processed, identify constraints/ challenges/issues especially deviations from
agreed procurement schedules and seek to resolve issues in a timely manner in
appropriate consultation with Management.
·
Actively facilitate the Post Procurement Reviews
(PPR) exercise, and follow up implementation of PPR recommendations.
·
Prepare and update the Procurement/Contract Register
(List of all procurement contracts awarded).
·
Quickly report immediately to the Executive
Director, REA any noted fraud and corruption or governance issues with
Procurement staff, Bidders and Consultants.
·
Support the Head Procurement and Disposal Unit
(HPDU) to ensure timely submission of requests for approval to the Contracts
Committee.
·
Ensuring that proper filing of records for all
procurements is in place. Set up a filing and record keeping system that
ensures that procurement records are easily retrievable and available for
procurement audits;
·
Maintain complete procurement files and records
including all correspondence related to procurement activities; seek legal
advice where appropriate.
·
Establish a performance monitoring database for all
contractors, suppliers and consultants, and ensure timely updates of the
system.
Key Performance Indicators:
·
Conducting all procurements in accordance with the
Procurement Plan approved by the World Bank.
·
Preparing and submission to the World Bank, the
annual procurement plan of acceptable quality for the project within three (3)
months from the end of the financial year.
·
Publishing of the approved procurement plan in the
DG Market and UNDB within 10 working days from the approval of the plan.
·
Publishing of contract awards for all contacts
procured through NCB and ICB in the UN Development Business within 10 working
days from contract award.
·
Prepare procurement inputs to quarterly FMR progress
reports
·
Preparation and submission of quarterly procurement
and contracts monitoring reports as part of the Project Reports to the World
Bank within 45 days from the end of the quarter.
·
Continuously update the PPMS.
Qualifications, Skills and
Experience:
·
The applicant should hold Either hold a Bachelor’s
degree in Procurement with a Master’s Degree in Procurement, Economics,
Business Administration, Project Planning and Management or other related
courses with extensive and demonstrated experience in procurement in all
aspects of procurement of goods, non-consulting services, works and consulting
services OR a Bachelor’s degree in
Business Administration, Economics, Engineering, Law with a Master’s Degree in
Procurement, Economics, Business Administration, Project Planning and Management
or other related courses with extensive and demonstrated experience in
procurement in all aspects of procurement of goods, non-consulting services,
works and consulting services.
·
Possession of a Post Graduate qualification in
procurement and supply chain management or related courses, or certification
from an internationally recognized procurement institute shall be an added
advantage.
·
A minimum of six years’ general experience in
procurement services with three years in public sector and at least 2 years
working under the World Bank financed projects with a demonstrated strong track
record.
·
Significant experience in implementing procurement
of high value contracts in works, consultancy services and procurement
planning.
·
High degree of integrity
All interested
and qualified Ugandans should send their applications including; forwarding
letter, detailed CV, names and addresses of three referees and copies of
relevant certificates and testimonials addressed and delivered to: The
Executive Director, Rural Electrification Agency, Plot 10 Windsor Loop, Kololo
2nd Floor, House of Hope, P.O. Box 7317, Kampala – Uganda.
NB: Only short listed applicants will be contacted.
Deadline: 16th November 2015
at 5.00PM.
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