Procurement Specialist at Ministry of Agriculture

Job Description

REQUEST FOR EXPRESSIONS OF INTEREST
(CONSULTING SERVICES)
PROGRAMME FOR INTEGRATED DEVELOPMENT AND CLIMATE CHANGE IN THE ZAMBEZI BASIN – ZAMBIA (PIDACC-ZAMBEZI)

Country: Zambia

Name of Project: PIDACC

Loan No: 2100150043498

Project identification no: 21-C00-075 ADF

The Goverment of the Republic of Zambia has received a loan from the African Development Fund (ADF) to finance the Zambia Project Multinational Programme for Integrated Development and Adaptation to Climate Change in the Zambezi River Basin (PIDACC Zambezi).

The Principal Objective of this project is to “build strong communities that are resilient to climatic and economic shocks in the Zambezi Watercourse, through promoting inclusive and transformative investments, job-creation and ecosystem-based solutions.”

The Project includes the following components:

Component 1: Component 1 – Building Communities’ Resilience to Climate Change,
Component 2: Strengthening Integrated Natural Resources Management
Component 3: Supporting Adaptive Capacity and Institutional Capacity

To ensure effective implementation of projects activities, the following positions for Project Implementation Unit (PIU) staff are to be filled by qualified nationals.

PROCUREMENT SPECIALIST

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)
Nature of Job: Full time at the PIU
Reporting: Project Coordinator (PIU)

Terms of Reference

The Procurement Specialist will be responsible for the planning, supervising and coordinating procurement activities for works, goods and services according to the Procurement Plan.

Specific Terms of Reference

Under the supervision of the Project Coordinator, the Procurement Specialist will be responsible for the following:

a) Initiate procurement requirements by different stakeholders of the Project in line with the provisions of the Project Appraisal Report (PAR).
b) Prepare Procurement Plans and updates in consultation with the concerned stakeholders. e) Develop institutional systems and procedures and give advice to implementing entities to ensure that procurement complies with AfDB and Government guidelines, rules and procedures as applicable.
d) Develop/update the procurement manual as necessary and ensure participating staff are aware of its provisions.
e) Keep up to date database with domestic/local and international market trends and costs for works, goods and services.
f) Take the lead in the pre-contract activities including facilitating preparation of bidding documents and requests for proposals in consultation with MoA using AfDB Standard
Bidding Documents as applicable and take the lead in ensuring compliance and approval requirements of the AfDB and the Government in the procurement.
g) Take the lead and guide the PIU/ MOA, Provincial and District offices in negotiating as applicable and in finalizing and signing Purchase Orders or contracts with works contractors, suppliers or consultants.
h) Work jointly with Finance and Administration sub-units on procurement issues.
i) Receive and secure Bid Bonds, performance and advance payment guarantees and track their validity, seek extensions as needed and ensure timely release.
j) Working with the assigned Financial Management Staff and follow-up on all necessary process of securing Letters of Credit, shipping documents and clearance of goods etc.

k) Establish Procurement Tracking System and monitor implementation of projects procurement activities including dispatch of procurement documents, short-landings, damaged and necessary arrangements for insurance.
l) Guide/support the Project Manager assigned for each contract and ensure that there are effective contract management systems in place for timely execution of contract and that all payments are in line with contract provision.

m) Prepare Periodic Status Reports on the procurement of works, goods and services under the project for submission to MoA and AfDB
n) Conduct procurement and contract management training for participating staff.
o) Maintain an updated contracts register.
p) Undertake any other duties, related to the Project procurement that may be assigned by the Project Coordinator.

Qualifications and Experience

A minimum of Bachelor’s Degree in Procurement and Supply Chain Management, Business Management, Engineering. Law or closely related field. A Graduate Diploma in Procurement and Supply Management or its equivalent from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS) is a requirement if first Degree is not in Procurement or Supply Chain Management
A minimum of Eight (8) years of post-qualification experience in procurement and contract management with at least five (5) years’ work experience in management of procurements under donor funded projects such as those funded by the African Development Bank or other Multilateral Development Banks with a similar procurement framework. Working knowledge of the Government of Zambia Public Procurement procedures will be an added advantage.
Good computer skills and proficiency in the use of Microsoft Office (Excel, Word and PowerPoint, etc.) Excellent interpersonal skills and ability to interact effectively with colleagues from diverse disciplines.
Strong reporting, work planning and scheduling skills.
Excellent communication and presentation skills, both oral and written English.

The Ministry of Agriculture now invites applications from suitable consultants for the above listed positions under PIDACC-ZAMBEZI project. Eligibility criteria, establishment of the short-list and the selection procedure shall be in accordance with the Procurement Policy and Methodology for Bank Group Funded Operations, dated October 2015, which is available on the Bank’s website at http://www.afdb.org. The PIU will be based in Lusaka.

Interested consultants may obtain further information at the address below during office hours.

Head – Procurement and Supplies Unit

Ministry of Agriculture

Mulungushi House, Independence Avenue

Po Box 50197,

Lusaka,

Zambia

[email protected]
+260971938246

Expressions of Interest must be clearly labelled with the position applied for ending with letters PIDACC-ZAMBEZI and deposited in the Tender Box on the Ground Floor, Room G3 at the address below by Tuesday, 13th February, 2024 at 10:00hours. Faxed applications will not be accepted.

The Applications should be addressed to:

The Permanent Secretary-Administration,

Ministry of Agriculture

Mulungushi House, Independence Avenue

P.O Box 50197,

Lusaka,

Zambia

Tel: +260-211-254546