Procurement Specialists and Procurement Assistants

Republic of Kenya

Ministry of Agriculture

Kenya Agricultural Productivity and Agribusiness Project (KAPAP)

The Kenya Agricultural Productivity and Agribusiness Project (KAPAP) is a Government of Kenya Project implemented with support from the World Bank.

The Project is operating in the following counties/regions:

• Nyandarua
  
• Meru Central
• Nyeri
  
• Busia
• Taita-Taveta
  
• Kakamega
• Tana River
  
• Butere Mumias
• Kilifi
  
• Trans Nzoia
• Kwale
  
• Nakuru
• Meru
  
• West Pokot
• Embu
  
• Siaya
• Makueni
• Homa Bay
• Garissa
  
• Wajir

In an effort to enhance the procurement function in the Project, the Ministry of Agriculture, intends to apply part of the Project funds to recruit a Community Procurement Specialist to be based at the National Project Management Office and a team of twenty (20) Procurement Assistants (PAs) to be based at the above Regional Service Units.

1. Terms of Reference for Community Procurement Specialist

Overall Scope of Work:

Provide technical support on the general direction and overall management of community procurement system for the Kenya Agricultural Productivity and Agribusiness Project (KAPAP) and Kenya Agricultural Productivity Sustainable Land Management Project (KAPSLMP).

Specific Responsibilities and Tasks:

• Provide technical assistance to the KAPP Secretariat (KS) and Regional Service Units (RSUs) in the implementation of procurement activities for the communities and farmer groups supported under the Project in accordance with the provisions of the Financing Agreement;
• Provide support to KS, the RSUs, communities and farmer groups in procurement of goods and services in accordance with the Government, World Bank procurement guidelines, and in accordance with community and farmer grant manuals;
• Provide support, backstopping, training and supervision of Procurement Assistants based at the RSUs;
• Provide training and capacity building of community and farmer groups supported by the project to enhance their ability to efficiently procure goods and services;
• Review community and farmers procurement procedures and advice on areas to be strengthened including development and revision of the procurement plans, manuals and guidelines;
• With other staff of KS and RSUs, undertake regular and random verification/monitoring of the procurement of goods and services at the RSUs and at community/farmer group level
• Assist KS, RSUs and the Communities in ensuring proper filing system for all relevant procurement documents in the project and prepare needed reports & documents;
• Prepare, update and assist on the implementation of procurement plans for goods and services for the project
• Assist KS and RSUs to address any procurement complaints that my arise
• Assist in the development of an ICT based database for KS and RSUs
• Perform other duties related to community procurement as assigned by the National Project Coordinator

Description of Relationships:

The Community Procurement Specialist shall report directly to the National Project Coordinator and shall provide, on a regular basis a written accomplishment/performance report.

The Specialist will work closely with the project procurement specialist and other staff.

Qualifications:

• A university degree in Purchasing and Supplies Management, or Commerce (Supplies Management option), Business Administration from a recognized institution, or other related fields;
• Seven (7) years experience with at least 3 years experience in donor-funded community development project implementation.
• Literacy in communication and ICT applications

Other desired qualifications and skills:

• Relevant professional experience in procurement, contract management, and project management or other related area.
• Experience and training in community development projects.
• Excellent oral and written communication skills in English and Kiswahili
• Proactive team player, high integrity, efficient and self supporting

Job Location:

National Project Management Office located in Nairobi; however, occasional travel to field offices or to other sites may be required to provide support to meetings and activities.

2. Terms of Reference for Procurement Assistants (PAs) Regional Service Units (RSUs).

Primary Functions:

The Procurement Assistants will provide necessary support to ensure efficient and effective utilization of farmer grant resources at the community level.

This will require building the necessary capacities of the farmer groups and their leadership to enable the groups to operate as business entities and have strong and sustainable management structures.

Duties and responsibilities include:

• Assist the farmer groups to identify and to draw specifications for goods e.g. equipment/machinery and services.
• Assist farmers identify reliable suppliers of such goods and services where necessary, help the farmers fill out the necessary procurement documents.
• Oversee that all procurement documents and records are properly filed; securely stored and necessary returns are filed with respective authorities.
• Distribute all necessary circulars and guidelines issued by the KAPAP Secretariat (KS) and RSUs to the relevant management structures of the farmer groups.
• Interact with KAPAP service Providers to support farmer groups to undertake procurement in accordance with the established procurement procedures.
• Assess the capability of the farmer groups’ officials managing the stores and advice the farmer groups on the capacity requirements and to assist them to achieve the optimum capabilities of manning the stores.
• Train the farmers and group management on modalities to implement procurement activities in their grant proposals.
• Maintain copies of the constitution of the groups, farmer grant contract agreements and all guidelines and circulars issued by the project management.
• Constantly sample procurements made by farmer groups, test their compliance in regard to rules and regulations contained in the Farmer Grant Manual.
• Monitor activities of farmer groups and report as scheduled.
• Perform any other duties that may be assigned by the RSU Coordinator.

Requirement for appointment:

Procurement Assistants will be required to be familiar with the operational local area for which they choose to submit their application and should have the following minimum qualifications.

• Diploma in Purchasing and Supplies Management from a recognized institution.
• Fluency in English, Kiswahili and local dialect spoken in the region of their choice.
• Should be well versed in World Bank procurement Guidelines.
• Proactive team player
• High integrity, accurate, efficient and self supporting.
• Computer literate.
• Knowledge of the purchasing, current markets and trade conditions.
• At least two years of experience in procurement activities.

3. Terms and Conditions of Service:

The Community Procurement Specialist and the Procurement Assistants will initially be appointed on a one year contract including a 3 months probation period. Contract extension will be subject to satisfactory performance and availability of funds.

4. Application

If you believe that you can clearly demonstrate your ability to meet the requirements indicated above, please submit your application with a detailed CV stating your current position and clearly indicating the position and the region of your interest to reach the Permanent, Ministry of Agriculture on or before 10.00 a.m. on 1st September, 2011.

The applications received after the deadline or from applicants who do not meet the minimum qualifications as specified above will not be considered but all the applicants will be informed accordingly.

Permanent Secretary,
Ministry of Agriculture, Kilimo House
Cathedral Road
P.O. Box 30028 -00100
Nairobi