Purpose of Post: To ensure the effective and efficient conduct of all procurement activities associated with the project, in full compliance with the requirements and procedures of the International Institution Client and the Republic of Angola where applicable.
Reporting to: Project Manager
Specific responsibilities of the Procurement Specialist will include, but are not limited to, the following:
• Establishing procurement procedures for the project in accordance with the International Institution Client and Angola requirements where applicable.
• Prepare a Procurement Plan for the project, in consultation with other members of the PIU and the directors of the relevant Municipalities.
• Prepare and update the annual procurement plan to be included in Annual and Quarterly Work Plans and Budgets.
• Ensure the timely procurement of goods and services as identified in the approved Procurement Plan and in accordance with the International Institution Client requirements.
• Prepare Standard bidding documents and coordinate the preparation of relevant inputs to standard bidding documents, such as TORs, specifications and Bills of Quantities from and supervise bidding/tendering processes for the procurement of works, goods and services following the International Institution Client procurement Rules and Procedures in addition to Angola procurement regulations as applicable.
• Prepare draft procurement notices in liaison with user entities and coordinate the evaluation of bids and consultants’ proposals including preparation of bid evaluation reports, recommendations for award and draft contract documents in accordance with the International Institution Client requirements.
• Arrange for bid opening and service contract and negotiation meetings, including recording of proceedings in accordance with the International Institution Client and Republic of Angola requirements. Provide support in all stages of the procurement process, in particular in the evaluation of the bids and tenders.
• Participate in project management meetings and the International Institution Client supervision missions, including the preparation of all information required for the meetings and the International Institution Client supervision missions, in particular the procurement records for facilitating post-procurement reviews.
• Keep and maintain up-to-date procurement records, ensuring that the bidding tender evaluation process is documented in accordance with the International Institution Client requirements.
• Constantly review procurement arrangements in relation to the procurement plan to ensure consistency with loan agreements and identify weaknesses, if any, and measures that should be undertaken to mitigate the risks posed by any weaknesses;
• Coaching and training of MINAGRI procurement staff.
• Carry out any other activities that are assigned by the Project Manager.
(i) Outlines of procurement procedures for acquisition of (i) goods, (ii) works and (iii) services of consulting firms and NGOs as well as procedures for (iv) recruitment of individual consultants and (v) project staff are prepared within 14 calendar days of assumption of duty and submitted to project management for inclusion in the draft Project Implementation Manual.
(ii) Draft Annual Procurement Plan prepared in accordance with the International Institution Client standard format and submitted to Project Coordinator within the agreed time after assumption of duty and thereafter on the 1st of October of every year.
(iii) Specific and Quantifiable quarterly procurement milestones agreed with Project Management within 5days prior to the beginning of each quarter on the basis of the approved Procurement Plan.
(iv) Following-up and ensuring due performance of service providers, especially in respect of supply of goods contracts.
(v) Annual Procurement Progress reports and Service Providers Performance receipts in accordance with the International Institution Client recommended format submitted to Project Coordinator by 31st December of every year.
(vi) Duly reconciled Quarterly Procurement Plans and Procurement Progress Reports and Service Providers’ Performance reports in accordance with the International Institution Client recommended format submitted to Project Coordinator within 5days of the end of the quarter.
(vii) Updated Procurement Plan, Procurement Progress Reports and Service Providers’ Performance reports in accordance with the International Institution Client recommended format submitted to Bank supervision missions within 5days of the arrival of the mission.
(viii) Liaise with subject matter specialists and ensure timely execution of project procurement activities in accordance with the approved procurement plan. This entail (a) Timely preparation and publication of Specific Procurement Notices; (b) Bid opening on the same day as bid closing time; (c) Preparation of minutes of bid opening within 24 hours after bid opening; (d) Coordinating evaluation of bids/proposal, arranging bid-evaluation meetings of retreats and compiling Bid/Proposal Evaluation Reports within a maximum of14days following bid opening; (e)Timely submission and following-up of requests for No Objection; and (f) Timely preparation and signature of contracts within a maximum of 7 days after receipt of No Objection to draft contract.
(ix) Ensure conformity of project procurement activities to the loan and grant protocols of agreement; Ensure conformity of procurement activities to Bank’s rules and standards.
(x) Procurement clarification requested by the Bank responded to within a maximum of two (2) days of notification of the query.
(xi) Ensuring maintenance of procurement records management system in liaison with the Administrative Assistant and in accordance with the project’s established record management standards.
(xii) Clear and measurable quarterly performance targets/milestones agreed with the National Project Manager at the beginning of each quarter. Performance appraisal form duly completed and submitted by 5th of June and 5th of January every year.