Federal Republic of Somalia

Ministry of Labour and Socila Affairs

Job Description for the Procurement Specialist

1. Background and Objective of the Assignment

The Procurement Specialist is required to support the Federal Government of Somalia (FGS) in the implementation of the Skill for Employability, Inclusion and Productivity (SEIP) Project funded by the African Development Bank (AfDB). The project development objective of SEIP is to strengthen technical and vocational skills development to enhance employability and contribute to inclusive growth. Therefore, the main focus of the project will be to support reviving of TVET sub-sector through rehabilitation of training facilities, institutional and sector governance capacity building.  The Project is expected to increase the pool of skilled workforce especially the youth and increase the opportunities for their employability in the labor market or self-employment.  The other benefits would be producing graduates with skills in climate resilient relevant fields and contribute to low carbon emission and green growth.

In support of activities under SEIP Project the FGS seeks to hire a Procurement Specialist to support Ministry of Labour and Social Affairs (MoLSA) PIU.

Project Overview

MoLSA has secured a grant from the African Development Bank to be applied towards implementation of SEIP Project over a four-year period.

Project beneficiaries

The SEIP is expected to target 1,200 youth from the most vulnerable communities in Mogadishu.

Implementation arrangements

All components of the Project will be implemented by MoLSA through a PIU embedded within the Ministry of Labor and Social Affairs in Mogadishu. The PIU will support the day-to-day Project activities.

The Federal PIU will be headed by a Project Coordinator, and will include an Administrative Assistant, TVET Expert, Procurement Specialist, Financial Specialist and Gender and Inclusion Officer. Other staffing of the PIU will depend on the need, content, and the scope of the procurement and work plans.

2. Objectives of the Assignment:

To ensure the effective and efficient conduct of all procurement activities associated with the project, in full compliance with the provision of the Bank’s Procurement Framework and the Country Procurement System, where applicable. This will include planning, co-ordination and control of the project procurement activities in accordance with the Procurement Plan, Financing Agreement (s) and all other project documents. The procurement specialist will guarantee timely acquisition of services as well as goods and works to the required specifications and consistent with the project budgets and objectives.

3. Scope of Work and Expected Deliverables

• Provide advice and ensure that all project procurement activities are carried out in accordance with the AfDB’s Procurement Policy, the provisions of the Financing Agreement(s) and Project Appraisal Report whilst adopting the Bank’s standard solicitation documents and or templates
• Ensure timely preparation, update, and submission of procurement plans (PP) for Bank’s review and approval. Closely monitor the implementation of the approved PP, for effective and efficient procurement of goods, works and services and verify that all procurement requests are consistent with the provisions in the PP
• Liaise with user and technical departments to draft appropriate statement of requirements which among others include technical specifications, Terms of Reference, etc.
• Prepare procurement/ solicitation documents, e.g., General Procurement Notices, Specific Procurement Notices, bidding documents, Expressions of Interest, Requests for Proposals, Request for Quotations, etc
• Manage the entire tendering process by coordinating the timely publications of bid opportunities, issuing bid documents to the prospective bidders, organizing pre-bid or pre-proposal conferences, providing clarifications to bidder queries and effectively managing the receipt and opening of bids/ proposal
• Coordinate evaluation committee meetings, provide guidance and assist in the preparation of evaluation reports following the Bank’s standard evaluation guidelines
• In cases of procurement actions requiring the Bank’s clearance, coordinate the preparation of requests for no-objection, dispatch and delivery including all supporting documents and closely follow up with the Bank, for expedited action
• Handle and follow up procurement related correspondences within the project, facilitate timely analysis and responses to request for clarifications and issues raised in the review process
• Handle any complaints relating to the procurement process
• Participate and provide guidance during contract negotiations, drafting of minutes of negotiations and preparing contracts for signature. Ensure timely distribution of copies of contract agreements to relevant stakeholders including the Bank and publication of award of contract
• Participate in contract management, liaise with the technical departments to ensure procurement contracts are efficiently managed, monitored and executed, in order to realize Value for Money
• Maintaining and ensuring safe custody of procurement records. This will include safekeeping and handling of bid securities and proposals to ensure validity as well as timely extensions and releases. In addition, establish a central procurement filing system that enables quick and systematic retrieval of procurement information
• Participate in project management meetings, supervision missions and any other progress monitoring missions
• Prepare periodic status reports (monthly, quarterly and annual) on procurement implementation under the project and keep stakeholders and the Bank informed of procurement status
• Facilitate the Post Procurement Reviews (PPR) when the needs arises, and follow up on implementation of PPR recommendations
• Report immediately to the Management any noted fraud and corruption or governance issues related to staff, bidders and consultants
• Support capacity building efforts, mentor colleagues and provide day to day coaching to the Project Implementation Unit and MoLSA staff on varying aspects of procurement
• Perform any other duties as may be assigned from time to time

4. Qualifications Requirements

The ideal candidate must hold a university Degree in Economics, Public Administration Architecture, Engineering, Business, Law, Procurement, Supply Chain Management, Commerce or a related discipline, and a Master’s degree in Procurement, Economics, Business Administration, Project Planning and Management, or a related discipline from a reputable University

• A professional qualification in procurement will be an added advantage
• At least ten years’ experience in managing procurement, with a minimum of five (5) years working on high value civil works and consultancy services procurements using procurement procedures of Multilateral Development Banks (preferably African Development Bank) is mandatory
• Experience in the preparation of works and consultancy bid documents, evaluation reports and contracts is required
• Demonstrable understanding of the public procurement laws
• Experience in training/capacity building on procurement issues
• Proficiency in Microsoft Office applications (Word, Excel, Power point, Outlook, Microsoft Project) and any other applications used in the procurement function
• Excellent analytical, interpersonal, leadership, oral and written communication skills
• Ability to work and produce accurate results in an environment with multiple and challenging tasks
• A person of high integrity, confidentiality in handling public resources, must be highly motivated, innovative and a committed team player

• Ability to understand and conceptualize the complex problems related to procurement of goods, works and services

5. Reporting Requirements and Time Schedule for Deliverables

Reporting: The Procurement Specialist will report to the Project Coordinator of the SEIP Project under the Ministry of Labour and Social Affairs. All reports and other documents shall be submitted in English.

Duration of Assignment: The Procurement Specialist shall be contracted for an initial one-year period, with a possibility of renewal upon satisfactory performance and availability of funds, to a maximum of two (4) years.  The expected start date of the assignment is January 2023.

Work plans: The assignment will be managed through a work plan process aligned to the quarterly program work plan.

Duty Station: The Procurement Specialist will be based in Mogadishu within the Ministry of Labour and Social Affairs and will be expected to travel to the field and other destinations, as required.

Deadline for submission: Intrested and Qualified Candidates are accordingly Inviatedto send a cover letter and Resume as two separate PDF Document not letter than 21^th January 2023 to: seipprocurement@molsa.gov.so,  make the subject title “Procurement Specialist” of the position.