PROJECT PROCUREMENT OFFICER

Assignment title: Project Procurement Officer

Contract duration: 6 months

Duty station: Lusaka, Zambia

Travel: Within COMESA countries

Background

The COMESA Business Council is the recognized apex business organization in the region, representing private sector interests at the highest levels of decision making in the region. The CBC provides key market driven services to its membership, namely- business advocacy, business support services- linkages, partnerships and market intelligence, and lastly membership development – technical and productive capacity building. In 2013, CBC’s business work groups- namely the CBC Manufacturers’ Workgroup(19 Manufacturer Associations and corporates present in more than one country), and the SME Workgroup(19 SME Associations and enterprises present in more than one country) agreed on a mutual action plan to localize selected growth enterprises into the supply chains of Multi-National Companies present in Africa, based on the overall objective of sustainable sourcing of African goods and services which ensures continuity in a company’s  supply of safe, high-quality materials, reducing business risk and delivering sustainable business value to the said companies and their supply chain partners. The same recommendations have also been adopted by the CBC Tourism Workgroup(19 Tourism Federations, Agencies, Councils and businesses present in more than one country).  Currently, the COMESA Business Council has been working with said sectors(Tourism Industry, Manufacturers and SMEs industry) to put in place strategic frameworks that can guide businesses to encourage increased local supplier content into the value chains of companies that are both indigenous as well as Multi Nationals based in Africa.

The project is funded by the following partners;

• The Investment Climate Facility for Africa (ICF) works to improve the climate for investment in Africa by removing barriers to doing business. A healthy investment climate is crucial for sustainable economic growth, job creation and poverty alleviation across the continent. ICF is based in Africa and is an unique and unprecedented partnership between governments, private companies and development partners, exclusively focused on providing tangible improvements to Africa’s investment climate. ICF has partnered with CBC in providing a one year fund to support the growth and sustainability of SMEs to participate effectively in regional supply chains in the COMESA region.
• USAID- IPAA, a regional Integration program under COMESA that funds private sector development, climate change and agriculture led agendas under the chapeaux of trade and investment.
• Lastly, the project is funded by the Private sector who are members of the CBC.

The COMESA Sanitary and Phyto Sanitary and food safety (SPS) Unit will also provide technical support in implementing the training and counselling program for enterprise development. This is to ensure that selected business in the food supply business, are to meet the key agricultural practices demanded by the selected corporate industries in order to encourage local penetration into their formal supply chains.

The initial requirements of the project are to build the capacity of the CBC Secretariat to implement the overall program.   The CBC-ICF funded Project, herein referred to as the Local Sourcing for Partnerships (LSP) Project- sees four regular staff positions for the CBC Secretariat. The project is under the overall management of the CBC Coordinator, herein referred to as the Project Director.

The project is now seeking a qualified Project Procurement Officer who will have the main responsibility for managing and implementing all Procurement related activities of the project.

Scope of Work

Under the overall management of the CBC Board and the direct management of the CBC Coordinator, the Project Procurement Officer will be responsible for support the CBC Local Sourcing project by acting as a primary resource to ensure that all project purchases are made according to ICF rules and regulations; and COMESA rules and regulations, as appropriate.

B) Specific Tasks

The tasks include:

Procurement and Contract Management

1. Procure goods and consultancy services in line with the ICF procurement guidelines and rules;
2. Ensure that all procurements are approved and executed in accordance with applicable ICF Rules and Regulations in a timely and efficient manner;

• Reviews specifications and terms of reference to ensure completeness, accuracy and compliance with quality standards and provide assistance during contract negotiations;

1. Participate in the evaluation of proposals and act as Secretary to Procurement Committees;
2. Draft, negotiate and finalize all types of contractual correspondence and documents. Ensure all contracts have deliverables and are in line with ICF Guidelines and requirements.
3. Provide administrative support to the Project Team and ensure the implementation of related internal control systems by team members;

• Together with the Project Accountant, oversee the financial flows related to procurement.
• Coordinate with applicable project staff, as needed, to resolve supplier issues concerning payments;

1. Ensures correct and timely payment for services.
2. Perform any other duties that may be assigned by the supervisor(s).

Knowledge Management

1. Develop tools for capturing procurement data and identify progress towards the achievement of procurement schedules; including updating and maintaining procurement records and filing system;
2. Disseminates and informs the team on best procurement and supply management practices for the Project.
3. Any other duties as assigned by the CBC Coordinator.

Qualifications, Competencies and experience required:

Core Competencies

• Ability to maintain a high level of accuracy and confidentiality concerning procurement, financial and administrative files;
• Ability to handle multiple tasks, plan and prioritize own work and work well under tight deadlines;
• Effective organizational and record keeping skills.

Education

• A Bachelor’s degree or equivalent in Business Administration, Procurement or Logistics from a recognized University.  A Masters Degree in a relevant field will be an advantage.
• Must be a full member of either the Chartered Institute of Purchasing & Supply or the Chartered Institute of Logistics.
• At least four years of related experience in implementing procurement processes for regional and international funded projects. Working experience with development partnership project is an asset.
• Knowledge and understanding of procurement / contracts principles and terminology as well as basics of contracts administration is essential.
• Good knowledge of administrative and procurement regulation and procedures of ICF, or other development partners is preferable;
• Excellent computer skills in common word processing (MS Word), spreadsheet (MS Excel), and related software.

Language Requirements:

• Proficiency in written and spoken English. French is an added advantage.

Location:

The work will be undertaken at the COMESA Secretariat in Lusaka and might involve regional travel.

Payment: 

The consultant will be paid annually an all inclusive sum of US$10,000 (Ten Thousand US dollars only) to be paid on monthly bases.

Duration: 

Six (06) months

Reporting and management

The consultant will report to Project Director. The Project Director will provide quality assurance and ensure that the documentation produced is reviewed and approved.

The Project Director will ensure that the Consultant receives all relevant documentation with respect to ICF Guidelines, Rules and Regulations necessary for the execution of his/her tasks.

Submissions: 

The Common Market for Eastern and Southern Africa (COMESA) now invites eligible consultants to submit application in providing these services. Interested consultants must provide information indicating that they are qualified to perform the services (applications, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc.).

Application must be delivered to the address below by 25th May 2015 at 17:00hrs

The Secretary General
COMESA Secretariat.
Ben Bella Road
P.O. Box 30051

Lusaka, Zambia.

Tel: (260) 211 229725.
Fax: (260) 211 225107

Email: Procurement@comesa.int