Job Title: Procurement Officer
Organisation: Rural Electrification Agency (REA)
Procurement Reference No.: REA-ERTIII/SRVCS/15-16/00301
Duty Station: Kampala, Uganda
Reports to: Head, Procurement and Disposal Unit
Reports to: Head, Procurement and Disposal Unit
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
How to Apply:
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: 5th May 2016 by 5.00PM.
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