Job Opening: TIU's Procurement Officer

SPECIAL FINANCIAL (SFF)

Terms of Reference (ToR) for TIU’s Procurement Officer

Duty Station: Mogadishu, Somalia

Position: Procurement Officer

Reporting: TIU Head

Duration: 12 Month

Issue date: 2^nd October 2013

Closing Date: 16^th October 2013

BACKGROUND:

The Special Financing Facility (SFF) has been established as a mechanism to channel financial support from international donors to the Federal Government of Somalia (FGS) to support its recurrent budget deficit, while also providing capital financing for selected local development initiatives that will enhance the Government’s credibility with the local population. The SFF will be implemented by the Ministry of Finance, which is establishing two units for SFF implementation and financial management. The units will be located in the Ministry of Finance. The Ministry will be supported by an externally-recruited Financial Agent (FA) who will provide fiduciary assurance and support the operations of the two units.

The SFF- Implementation Unit (TIU) will be responsible to:

·       Identify SFF projects according to established criteria;

·       Ensure adequate regional consultations and formation of local project steering committees;

·       Pre-qualify vendors and Contractors and oversee tendering processes;

·       Contract negotiation and bid award;

·       Monitor and supervise project execution;

·       Ensure the full engagement of local project committees;

·       Prepare Payment Certificates;

·       Maintain a register of all project funded and assets created under the SFF;

·       Prepare monthly procurement and project implementation progress reports for scrutiny by the SFF    Operations Committee;

·       Quarterly reports for submission to SFF’s High Level Committee;

·       Support the SFF public information and communication systems including website management and information dissemination through traditional communication channels (e.g. Radio, print media and TV)      

   ESSENTIAL FUNCTIONS:

·       Study and develop carefully the project procurement plan in line with project work plan and, in consultation with his/her supervisor, prepare a detailed personnel work plan to process the planned service/equipment procurements;

·       Issue a General Procurement Notice (GPN) to announce the launch of SFF to the market and inform suppliers of goods, works and services about the scope of the procurement activities envisaged;

·       Establish list of prospective bidders so they can be notified of when Specific Procurement Notices (SPN) are posted and bids invited; 

·       Draft the invitation to expression of interest for pre-qualification and bid documents.

·       Prepare and consult pre-bid meetings and site visits;

·       Formulate the summary of the technical proposals submitted by the tenderers to the Bid Committee;

·       Support the Operation’s Committee in bid opening by compilation and registration of submitted bid documents.

·       In case of the Request for Quotations (RFQs), collect price quotations from potential service/equipment providers, and prepare comparison tables.  

·       Organize bid evaluation meetings as follows:

1.      Arrange a venue and the timing of bid evaluations with evaluation panel members;

2.     Prepare necessary bid evaluation packages (bid documents, proposals, evaluation sheets and etc.) and distribute them to evaluation panel members;

3.     Attend bid evaluation meetings as a note taker and keep the minutes of the meetings and

4.     Provide other necessary technical supports to facilitate the service/equipment procurements;

·       Make necessary administrative and logistic arrangement to deliver and install the procured equipment in the target sites.

·       Ensure the proper recipient and installing of the equipment in the field in consultation with the local project Steering Committee;

·       Collect and file written confirmations from recipients on safe delivery and installing for respective equipment;  

·       Travel to the project sites, whenever  needed,  to monitor and ensure safe deliver and hand over of the procured equipment;

·       Based on the work plan agreed, the Procurement Officer will prepare a monthly progress report on the activities assigned to him/her. The monthly progress report will contain at least but not limited to the list of activities planned for the reporting period, their progress toward the target, results of the activities;

·       Assist in the compilation of data and preparation of project implementation progress reports and

·       Any other duties assigned by the TIU Head

REQUIRED QUALIFICATIONS:

·       Bachelor degree in business administration, and other areas relevant to procurement services;

·       At least four (4) years of experience in procurement

·       Knowledge of International Organizations (UN & INGOs) procurement procedure will be an asset; 

·       Strong sense of integrity is essential;  

·       Fluent in spoken and written English and Somali required; 

·       Strong communication and reporting skills; 

·       Ability to work in a team;  

·       High computer literacy (Microsoft, Excel and other software)  

Interested and qualified candidates are requested to submit online applications only according to the following procedure:

• An updated CV; and an application letter which should include contact information for three work-related referees (Please specify clearly the position in your application letter)
• Hand delivered applications will no longer be accepted.
• Applications that do not meet the above requirements will be disregarded.
• Only shortlisted candidates will be contacted.

Send your application on the following email: [email protected] and [email protected].   

QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED TO APPLY