PROJECT BACKGROUND

The Government of the Republic of Zambia has received a loan from the African Development Bank/African Development Fund/Nigeria Trust Fund to finance the Chiansi Smallholder Outgrower Support Project (COSP).

The Principal objectives of this project are to increase agricultural income and improve the livelihoods of the smallholder farmers by increasing agricultural productivity, and market access.

The Project has three strategic components: Development of Climate Resilient infrastructure Social Services and Skills Development and Institutional Support and Project Management. Each component has complementary actions defined under sub-components for each implementing entity.

Applications are invited from suitably qualified and experienced candidates to fill the following positions under the COSP.

POSITION: PROCUREMENT SPECIALIST

a) Duty Station Chiansi Smalholder Outgrower Support Project (COSP) In Kafue.

Reports to: Project Coordinator

Objectives of the Assignment

The Procurement Specialist will be responsible for planning, supervising, and coordinating procurement activities for the works, goods, and services according to the Procurement Plan and In line with the Government and Banksrules and procedures.

Main duties and accountability

• Under the supervision of the Project Coordinator, the Procurement Specialist will be responsible for the following:
• Prepare and update the Procurement Plans and updates in consultation with key stakeholders.
• Develop Institutional systems and procedures of procurement and give advice to the implementing Department/MOA, to ensure that procurement is carried out according to Government guidelines and Bank’s rules and procedures as applicable
• Develop/update the procurement manual, as necessary, and ensure participating staff are aware of its provisions.
• Keep up-to-date database with domestic/local and International market trends and costs for works, goods, and services.
• Take the lead in pre-contract activities including preparation of bidding documents and requests for proposals in consultation with MCA using AfDB Standard Bidding Documents as applicable.
• Ensure compliance and approval requirements of the AfDB and the Government in the procurement.
• Guide the MOA, in negotiating as applicable and in finalizing and signing Purchase Orders or contracts with works contractors, suppliers or consultants Work jointly with Project Accountant
• Finance and Administration on procurement issues. Receive and secure original Bid Bonds, performance, and advance payment guarantees and track their validity, seek extensions as needed and ensure timely release.
• Working with the assigned Financial Management Stoff, follow-up on all necessary processes of securing Letters of Credit, Shipping documents and clearance of goods, etc.
• Establish a procurement Tracking System and monitor the Implementation of the Project’s procurement activities including the dispatch of procurement documents, and arrangements for Insurance, etc.
• Guide and support the Project Manager assigned for each contract and ensure that there are effective contract management systems in place for timely execution of a contract and that all payments are in line with the contract provision
• Prepare periodic status Reports on the procurement of works, goods, and services under the Project for submission to MOA and AIDB.
• Conduct procurement and contract management training for participating staff at MOA HQ Province and District levels.
• Undertake any other duties, related to the procurement that may be assigned by the PC and or Director of Agriculture

Contract Duration

This is a full-time Position for a period of Four (4) years (1) Year, Renewable, Performance Based Contract

QUALIFICATIONS AND EXPERIENCE
The Procurement Officer shall have:

• A Bachelor’s Degree in Purchasing and Supply, or Business Administration, or equivalent
• Graduate Diploma in Chartered Institute of Purchasing and Supply-MCIPS (A must if first degree is not in a procurement-related field)
• A minimum of at least 5 years of directly relevant experience in public procurement and private
  sector and being familiar with donor-financed projects.
• Must have significant training and practical experience in procurement within the National Public Procurement or internationally financed projects. He/She must have a sound understanding of procurement guidelines and procedures applying to the African Development Bank (AfDB), Zambia Public Procurement Authority, and/or other multilateral Development Banks
• Experience of working in Works and Consulting Services in the Construction Industry is desirable.
• Proven analytical and evaluation skills
• Knowledge of developing market conditions generally and of procurement-related legislation, system and practices
• Ability to promote vendor commitment to ensuring delivery and long-term sustainability of
  relationships
• Strong communication skills and persuasiveness in presenting, negotiating and resolving complex Issues, both orally and in writing in English
• Strong interpersonal skills and orientation as a team member
• Must be a member of the Zambia Institute of Purchasing and Supply with a valid ZIPs practicing certificate

REQUIRED COMPETENCIES

• Prior familiarity with procurement policies, and regulations of development partners and the preparation of specific standard procurement documents on AfDB and knowledge of preparation of bid evaluation reports and contracts
• Experience with Donor funded Projects will be a requirement
• Good report writing skills
• Proficiency in Microsoft Applications including Excel, PowerPoint and Word.
• Excellent ability to communicate clearly accurately and concisely in English, both verbally and in writing
• Strong attention to detail and thoroughness in work product.
• Ability to multi-task.
• Work with tight deadlines and deliver exceptional results.
• Ability to work in a team and independently with minimal supervision