Procurement Specialist Job at National Information Technology Authority Uganda (NITA)

National Information Technology Authority Uganda (NITA)

Procurement Specialist Job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: June 15 2023

Hiring Organization: National Information Technology Authority Uganda (NITA)

Job Details:

Objective.
The objective of this assignment is to ensure timely implementation of the procurement process in accordance with the procurement plan which will guarantee timely acquisition of goods, works and services. The selected Consultant is expected to play a key coordination role between all stakeholders in the procurement cycle.

3. Scope of work.
The procurement Specialist shall;
i. Coordinate procurement function between the component coordinators and the
Project Implementation Unit (PIU)
ii. In Consultations with the Component Coordinators, the Procurement Specialist will prepare, review, adjust (where applicable) and monitor the implementation of the
Project procurement plan.
iii. Ensure timely preparation/updating, and submissions of the project Procurement plans for review and approval of the World Bank.
iv. In consultation with User Departments, prepare bidding documents for acquisition of goods, works and non-consulting services, and the REOI and RFP for consulting services.
v. Ensure that procurement procedures as prescribed in the Project Implementation
Manual are followed.
vi. Lead the bidding and selection processing, including organizing pre-bid or preproposal meetings, providing clarifications, coordinating the Receipt of bids/proposals, leading and participating in the opening of bids/proposals/expressions of interest
vii. In close consultation with User Departments, participate in evaluation of expression of Interest, Quotations, bids and Proposals.
viii. In close consultation with the user departments, prepare and make submissions to the Contracts Committee.
ix. Coordinate/make arrangements and participate in Contract negotiations for consultancy services and technical discussions for goods and Works where applicable to provide technical guidance.
x. Prepare draft contract for Contracts Committee and IDA review, and clearance of the Solicitor General/Attorney General and ensuring timely signing of contracts
xi. Verify that Procurement requests are in accordance to the approved Procurement
xii. Prepare and publish general procurement notice and specific procurement notices/ invitation for bids.
xiii. Work closely with User departments to ensure that Terms of Reference or technical specifications are obtained timely from relevant Technical Departments and Beneficiaries.
xiv. In consultation with the Technical Departments preparation of 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,
xv. Prepare and circulate to all User agencies and contracts committee members the schedule for pre-bid meetings, and expected deadline for submission respectively,
xvi. Support capacity building in procurement management of staff that deals with procurement issues with emphasis on World Bank and PPDA Guidelines.
xvii. Ensure that clearance/No-objection(s) from World Bank are obtained, if required
xviii. 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; xix. Ensure that the reports are delivered to PPDA, World Bank and Ministry of Finance, Planning and Economic Development.
xx. Participate in Contract monitoring and administration by ensuring that in close liaison with the Technical Departments that all procurement contracts are efficiently managed, monitored and timely completed in order to get the value for money (good quality at a lower cost), in collaboration with technical departments
xxi. 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; Maintain complete procurement files and records including all correspondence related to procurement activities; seek legal advice where appropriate. xxii. Prepare procurement inputs to quarterly FMR progress reports.
xxiii. Secretariat to the NITA-U contracts committee
xxiv. 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.
xxv. Facilitate the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR recommendations
xxvi. Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded)
xxvii. Report immediately to the Project Manager and Executive Director-NITA-U any noted fraud and corruption or governance issues with procurement staff, bidders and consultants.
xxviii. Any other duties that may be assigned by his/her superiors from time to time in furtherance of the above responsibilities.

4. Key Result Areas.
i. Weekly update of procurement monitoring form to be provided to all user departments
ii. Annual Procurement Plans and monthly updates in place
iii. Monthly Procurement and Contract Management status reports/updates
iv. 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
v. Contracts Register indicating completed, ongoing or addenda contracts in place
vi. Acceptable Record Keeping system in place
vii. Schedule of pre-bid/pre-proposal meetings, Proposal opening, bid opening, financial opening, negotiations shared with relevant User Departments, Contracts Committee and other stakeholders if any at least 2 weeks before planned date
viii. Bid validity period expiry tracking system in place
ix. Bid security/Advance payment guarantee/Performance security validity tracking system in place

5. Qualifications, Experience, Skills and other Competences
5.1 Academic qualifications.
(i) Must hold Honor’s degree in Procurement, Business Administration, Economics, Engineering, Commerce, or other related courses.
(ii) Must hold Master’s degree in either Procurement, Economics, Business Administration, Project Planning and Management or other related courses.
(iii) Must hold Post graduate qualifications in procurement and supply chain management from a recognized university/Institution or full professional qualification from an internationally recognized institute/body like CIPS, NEVI and ISCM.

5.2 Experience.
(i) A demonstrated experience of at least 6 (six) years’ experience in procurement and supply chain management with 3 (three) years in public sector and at least 3 years working under the World Bank financed projects with extensive and demonstrated experience in procurement in all aspects of procurement of goods, non-consulting services, works and consulting services.
(ii) Previous experience in processing high value contracts subject to international competition, and in working with multi-sectoral teams.
(iii) Working knowledge of the PPDA procurement rules and procedures.

5.3 Other Skills and Competences:
(i) Communication: Very good communication skills (spoken and written), including the ability to communicate effectively with diverse audiences on environmental related matters, good negotiation skills and to prepare a variety of written documents, contracts, reports, etc. in a clear, concise style.
(ii) Teamwork: Very good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
(iii) Integrity: Must be a person of proven honesty and does not tolerate corruption and unethical behaviours in all its forms and manifestations.
(iv) Innovation: Must be a person with ability to seek new ways of doing things efficiently to deliver value to our customers.
(v) Customer Centricity: Must be a person who strives to satisfy customers and clients. Should be able to understand what the customer wants and delivering it flawlessly.
vi) Quality: Must be a person who thinks of quality and continuous improvement in his/she our work.

5. Reporting.
The Procurement Specialist will report to the Project Coordinator-UDAP for overall supervision and day to day technical/functional matters under the contract.

6. Duty Station.
The Procurement Specialist will be deployed on a full time basis and the duty station shall be the UDAP-PIU Office in Kampala.

7. Facilities to be provided by the Employer.
The Employer shall provide office space, with connectivity to internet, printer and access to other office amenities during the term of his contract.

9. Duration of Services.
The Procurement Specialist will be appointed on a contractual basis for an initial period of 36 months, with a possibility of renewal based on performance, business need and budget availability.

Application procedure

Interested applicants who meet the job requirements/specifications and with the right personal attributes are required to complete and submit a NITA-U Application Form (which can be downloaded from https://www.nita.go.ug/downloadable-forms/job-application-forms with a cover letter, supported by a detailed curriculum vitae, copies of certificates and testimonials, and must specify day time telephone contact, email addresses of both the applicant and three referees to the address below.
THE EXECUTIVE DIRECTOR,
National Information Technology
Authority – UGANDA (NITA-U),
Palm Courts, Plot 7A, Rotary Avenue (former Lugogo bypass)
P.O. Box 33151, Kampala-Uganda
Tel: 0417 801 038
Or via email: hr@nita.go.ug (application shouldn’t be more than 10MBs)

The deadline for applications for the positions is 15th June 2023. (Not later than 1700 hrs. Local Time).

Only Soft copy applications will be accepted and no application will be considered without a duly completed and signed standard application form (referred to above).