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Job Title:   Procurement Specialist   

Organisation: Ministry of Gender, Labour and Social Development

Duty Station:  Kampala, Uganda

Reports to: Project Coordinator, MGLSD

About US:

The Ministry of Gender, Labour and Social Development is a Cabinet-level government ministry of Uganda. The mandate of the Ministry is to mobilize and empower communities to harness their potential while, protecting the rights of vulnerable population groups.

Job Summary:  The Procurement Specialist will be in charge of execution of all procurement related tasks of the approved Procurement Plan during the project implementation by providing critical advice and support which will guarantee timely acquisition of goods, works and services at MGLSD.

Key Duties and Responsibilities: The main responsibilities and duties of the Procurement Specialist shall be as outlined below:

• In consultation with the Users, prepare, review, adjust (where applicable) and monitor the implementation of the Project procurement plan.
• Ensure timely preparation/updating, and submissions of the project procurement plans for review and approval of the World Bank.
• Timely submission of all procurement exchanges in the Bank’s online procurement system – STEP.
• Play a key coordination role between all stakeholders in the procurement cycle.
• Ensure that procurement procedures follow those prescribed in the Procurement Regulations and attendant Project Operational Manual.
• In consultation with the Technical Departments prepare bidding documents, request for proposals, consultant’s shortlists and other documents based on relevant procedures for the procurement of goods, Works and on consultant services and for the selection of consulting services;
• Mentor the Ministry’s PDU staff by sharing knowledge in procurement services including supporting capacity building in procurement management of staff that deal with procurement issues with emphasis on World Bank and PPDA Guidelines.
• Preparation of 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.
• Supervise the PDU at selected districts implementing GROW activities.
• To enhance the efficiency and effectiveness of the Procurement Data Management system and in particular set up a filing and record keeping system that ensures that procurement records are easily retrievable and available for procurement audits.
• Take part in the development and review of the Project Operations Manuals and other necessary documents and manuals.
• Participate in the preparation of consolidated project Annual Work Plans and Budgets.
• Report immediately to the Permanent Secretary and to the Bank any noted fraud and corruption or governance issues with Procurement staff, Bidders and Consultants.
• 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)
• Monitor and track contracts under implementation, identify constraints/challenges/issues especially deviations from agreed terms and conditions and ability to resolve issues in a timely manner in appropriate consultation with Management.
• Supervise, appraise and provide guidance to staff supporting the procurement Management function under the project.
• Perform any other duties as may be assigned from time to time by the Project Coordinator.

Key Deliverables

• Annual Procurement Plans and monthly updates.
• Monthly Procurement and Contract Management status reports/updates submitted to C/LIRP and World Bank.
• Real time update of procurement documentation in STEP.
• Monthly update of procurement monitoring form to be provided to all user departments to be filled and submitted timely provide input into Monthly Contracts Implementation Status reports for all contracts showing the total amount of the contract, amount already paid and balance to be paid on each contract.
• Timely preparation and submission of documents for the supply of goods, works and services timely to Contracts Committee or World Bank as the need arises;
• Regular procurement performance reports for staff participating in procurement cycle e.g. at evaluation, Contract Management stages as well bottlenecks identified.
• Contracts Register in place.
• Acceptable Record Keeping system in place.
• Schedule of pre-bid/pre-proposal meetings, Proposal opening, bid opening, financial opening, and negotiations shared with relevant User Departments, Contracts Committee and other stakeholders at least 2 weeks before planned date.

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Qualifications, Skills and Experience:

• The applicant must hold a Master’s Degree in either Procurement, Business Administration or a related field.
• A Bachelor’s Degree in Procurement and Supply Chain Management, Commerce
• (Procurement option) or any other related discipline.
• Hold the Chartered Institute of Procurement & Supply qualification (MCIPS).
• A minimum experience of eight (8) years in procurement service with extensive and demonstrated experience of procurement of goods, non-consulting services, works and consulting services.
• At least 3 years in public sector and a minimum of 3 years’ experience with World Bank financed projects with a demonstrated strong track record.
• Previous experience in processing high value contracts subject to international competition, and in working with multi-sectoral teams.
• Demonstrate behaviour of professional and personal ethics, integrity and transparency in dealing with internal clients and service providers.
• Good oral and written communication skills, fluent in English.
• Working knowledge of the PPDA procurement rules and procedures.
• A high level of interpersonal and management skills and ability to work with teams in the organization at all levels.
• Must be able to work under pressure and tight deadlines.
• Computer knowledge and skills in Ms word, Ms Excel and Internet/Email is a mandatory requirement.

How to Apply:

All interested and qualified applicants should submit applications including a cover letter, current curriculum vitae and copies of academic certificates and transcripts, to be delivered at MGLSD’s General Registry on 2nd Floor, Gender and Labour House, Plot 2, George Street. Applications should include the Reference Number and Position applied for. Only shortlisted applicants will be contacted.

Permanent Secretary

Ministry of Gender Labour and Social Development

Gender and Labour House, Plot 2, George Street

P.O Box 7136

KAMPALA

Tel: +256 414 347 854

Email: ps@mglsd.go.ug

Deadline: 16^th May 2023

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