Job Title: Procurement
Officer
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
About US:
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.
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.
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.
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.
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.
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.
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 userrequirements and market circumstances.
Following appropriate approvals, coordinate the issuance of the documents in a
timely manner.
incumbent will take primary responsibility for preparing solicitation documents
taking into consideration the userrequirements 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 ProcurementManagement System (PPMS) is continuously
updated for contracts under ERT.
the necessary input to the Procurement and Disposal Unit (PDU) processes to
ensure that the Public ProcurementManagement System (PPMS) is continuously
updated for contracts under ERT.
· Guide
on the procurement methods appropriate and consistent with the Procurement
Plan.
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.
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.
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 contractscommittee members the
schedule for pre-bid meetings, pre-proposal meetings, and deadline for
submission respectively, to ensure adequate planning for participation.
and circulate to all User Directorates and contractscommittee 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.
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.
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.
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.
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.
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.
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.
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.
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.
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).
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.
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 ContractsCommittee.
the Head Procurement and Disposal Unit (HPDU) to ensure timely submission of
requests for approval to the ContractsCommittee.
· 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;
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.
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.
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.
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.
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.
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.
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
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.
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.
update the PPMS.
Qualifications, Skills and
Experience:
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 andconsulting services.
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 andconsulting 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.
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.
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.
experience in implementing procurement of high value contracts in works,
consultancy services and procurement planning.
· High
degree of integrity
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.
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.
by 5.00PM.
