ICT Board Senior Procurement Specialist Job in Kenya

The Government of Kenya has received financing from the World Bank toward the cost of Kenya Transparency & Communications Infrastructure Project (KTCIP). 

The Kenya ICT Board under the Ministry of Information and Communications executes KTCIP.

The Kenya ICT Board therefore intends to apply part of the proceeds to payments under the agreement(s) resulting from this to undertake recruitment of project staff. 

The Government of Kenya is the recipient for the proposed activity. 

The Kenya ICT Board serves as the implementing agency for the project and now invites suitable candidates for the following position:

Senior Procurement Specialist

Terms of Reference : Senior Procurement Specialist– TCIP

Job Description

Reporting to the Chief Executive Officer, the Procurement Specialist will head the Procurement Department.

Key Responsibilities

Strategic Role

• Advise the Chief Executive Officer on all procurement matters relating to Kenya ICT Board (KICTB) and Kenya Transparency and Communications Infrastructure Project (KTCIP) activities
• Take overall responsibility for all aspects of procurement within KICTB and KTCIP including the design and deployment of policies procedures and systems required for the effective implementation of the same.
• Statutory and Project Compliance Role
• Develop the core reports required for statutory and project reporting and ensure that there is organizational compliance with respect to dates, format and substance of the said reports
• Ensuring reports to the board of directors presented by the CEO on the projects are accurate and reflective of the board’s obligations with respect to the KTCIP project.
• Ensure documentation and certification of all procurement Reports are in line with World Bank requirements
• Timely preparation of consolidated annual procurement reports in a format and quality acceptable for audit purposes
• Submission of reports to the Public Procurement Oversight Authority and the World Bank including activities undertaken and challenges to be addressed with recommendations for action

Operational Role

• Ensure all project components are procured on a timely basis and in accordance with Government of Kenya and World Bank procedures and regulations.
• Develop Procurement policies and manuals in accordance with Public Procurement and World Bank guidelines
• Liaise with World Bank on project procurement and maintain the outlines guidelines governing the procurement process for the project
• Plan and conduct procurement training of implementation agencies staff on the use of standard bidding documents, RFP’s and procurement guidelines
• Maintain coordination of project activities and be responsible for following up with executive committee (management) in the achievement of all project related procurement targets
• Through the executive committee (management), assist the organization in proposing measures to overcome critical delays to project completion and on compliance with agreed procedures as per the Development Credit Agreement

Essential Duties and Responsibilities

Procurement Process Management

• Offering professional service to the ICT Board’s Procurement Committee
• Render support on project start-up procurement issues as necessary
• Help prepare procurement packages as appropriate
• Prepare and agree on procurement plan with stakeholders
• Review technical specifications, refine Terms of Reference (TOR) and prepare Request for Proposals (RFP) and bidding documents for the project using standard World Bank documents and where appropriate the standard documents as approved by the Public Procurement Oversight Authority
• Review and evaluate procurement proposals and documents received and assist all Units in the process of engaging consultants and bidders
• Prepare, review and clear TOR’s bidding documents for all procurement activities required under the project
• Follow up with concerned government departments and the World Bank to have RFP’s and bidding documents approved and issued on a timely manner according to the approved procurement plan
• Manage the advertising process involved in procurement, procurement correspondence, bid receipt and bid opening in strict accordance with the agreed procurement procedures
• Manage the project procurement filing system in a systematic manner
• Participate in contract negotiations
• Prepare and execute purchase orders and requisitions
• Prepare physical progress and procurement reports quarterly for the World Bank as well as for Kenya ICT Board
• Supervise the procurement personnel

Vendor Management

• Maintain list of vendors supplying various items
• Develop and execute measurement tools to accurately gauge vendor’s performance (quality, delivery times etc) and communicate results internally and externally as necessary
• Check invoices to ensure correct price, follow through to ensure that materials orders have been received, examine the condition of materials received and approve invoices for payment
• Maintain procurement records such as items or services purchased, costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports

Procurement Reporting

• Prepare and review evaluation reports to submit through the Project Coordinator for onward submission to the World Bank for approval
• Follow up with concerned government department and the World Bank to have the evaluation reports approved in a timely manner
• Monitor and report the procurement implementation status and progress to Government of Kenya and World Bank as required
• Follow up with concerned government departments and the World Bank to obtain approval of the procurement plan/documents in a timely manner
• Perform other tasks as assigned by the Project Coordinator as needed by all the Units in support to achieve the highest level of compliance, customer satisfaction at an optimum cost

Skills and Attributes Required

• Bachelor of Science Degree in Finance, IT or Commerce, and graduate diploma in Purchasing and Supplies (Professional Stage) of Chartered Institute of Purchasing and Supplies or its equivalent.
• Master of Science degree in Management or related discipline will be an added advantage.
• Served for a minimum period of 8 years in procurement and supplies management in a recognized institution
• Proven knowledge and understanding of project planning, implementation and good analytical capabilities
• Knowledge of Government of Kenya and World Bank procurement procedures
• Well developed IT skills with proficiency in MS Project Software
• Demonstrate some experience with the development and or project implementation of procurement systems policies and procedures in an organization.
• Demonstrated ability to work as part of a team

The recruitment will be conducted in accordance to Guidelines on Selection and Employment of Consultants under IBRD Loans and IDA Grants by World Bank Borrowers (2011), and is open to all Kenyans eligible as defined in these Guidelines, that meet the following minimum qualification criteria in the job description.

Applications must be delivered to the address below on or before: 2nd November 2012 at 5.00pm East African Time. Late applications will be rejected.

Applications accompanied with detailed CVs and copies of relevant documents and testimonials should be submitted in a plain sealed envelope clearly marked the position and Reference Number to the address below:

The Chief Executive Officer,
Kenya ICT Board,
12 Floor Teleposta Towers- Kenyatta Avenue
P.O. BOX 27150 - 00100, NAIROBI, KENYA.
Or sent through email: recruitment@ict.go.ke and placed in the Tender Box situated at Kenya ICT Board
Entrance, 12th floor Teleposta Towers or mailed so as to reach the above address on or before 2nd November, 2012 at 5pm East African Time.

Kenya ICT Board is an equal opportunity employer. 

Persons with disabilities are encouraged to apply