East African Community
Secretariat
EAC - Payment and Settlement
Systems Integration Project (EAC -
PSSIP)
Terms of Reference: Procurement
Specialist
Reference: EAC - PSSIP - 02 /2013
1.0. Background
Following a request from EAC
Secretariat to the African
Development Fund (ADF) for
support to the areas of Payment and
Settlement Systems Integration of
the EAC - Financial Sector
Development and Regionalization
Project (FSDRP1), the ADF committed
to provide a grant in support of the
establishment of EA Payment and
Settlement Systems Integration
Project (EAC - PSSIP) in the EAC
region.
The Protocol Agreement amounting
to Fifteen Million Units of Account
(UA 15,000,000) signed between EAC
and ADF to fund the 4 years project.
The EAC-PSSIP is aimed at
complementing the integration of
the regional Financial Market
Infrastructure to facilitate the
undertaking of cross border funds
transfers in support of the
economies of the region as a whole,
together with providing outreach to
rural areas in order to encourage
greater participation in the formal
financial sector.
The objective of the EAC PSSIP is to
develop a robust environment for
both wholesale and retail payment
and settlement systems and to
facilitate market integration, support
effective application of monetary
policy and financial markets aimed at
enhancing safety and efficiency in
the overall payment and settlement
systems.
This will ultimately contribute to the
pursuit of sound macroeconomic
policies and improve the functioning
of regional integrated financial
markets.
The project includes the following
key components:
(i) integration of financial market
infrastructure;
(ii) harmonization of financial laws
and regulations; and
(iii) capacity building.
It is expected that integration of
existing systems will be substantially
completed by 2014 and that the
regional technological platform will
be in place by 2016.
2.0. Main purpose of the
Assignment
The main objective of this
assignment is to provide technical
advice and manage all stages of the
procurement process for Goods,
and Consultancy Services
undertaken by the EAC Secretariat
with regard to the project
implementation of the EAC-PSSIP.
The Procurement specialist will
report to the Payment Systems
Specialist/ Project Manager.
3.0. Duties and responsibilities of
the Procurement Specialist
The Procurement Specialist will
develop and implement a cost
effective procurement management
system for the EAC-PSSIP, including
procurement plans in accordance
with the AfDB Rules and Procedures.
The duties and functions of the
Procurement Specialist will include,
but not limited to:
a) Set up systems for procurement
planning, implementation,
monitoring and documentation for
the EAC-PSSIP as per required
standards;
b) Carrying out tendering processes
for procurement of goods and
services in accordance with the AfDB
Rules and Procedures;
c) Initiation, preparation and update
procurement plans in consultation
with the EAC-PSSIP National Core
Project Team;
d) Advice the project team at all
stages of procurement process to
ensure that the EAC-PSSIP
procurement activities are carried
out in accordance with the provision
of the grant agreement and the
Project Appraisal Report;
e) Guidance and coordination of the
collection of inputs for preparing
terms of reference (TORs), technical
specifications, requests for
proposals (RFP) and bidding
documents;
f) Advising the evaluation committee
members in the evaluation of the
bidding documents and proposals in
accordance with the AfDB Rules and
Procedures;
g) Preparing evaluation reports and
recommendations for contract
awards, technical evaluation reports
and combined evaluation reports,
including obtaining the necessary
EAC internal clearances and AfDB’s
no-objection;
h) Coordination and administration
of preparation and issuance of
General Procurement Notice (GPN),
requests for Expressions of Interest,
advertisements of bid opportunities,
issuing bid documents to the
prospective bidders;
i) Provide guidance on public bid
opening sessions as well as
providing clarifications where
necessary;
j) Ensure publication of award of
contract;
k) Handle any complaints relating to
the procurement process;
l) Drafting minutes of contract and
preparing contracts for signature;
m) Advise on contract
administration;
n) Development, compilation and
maintaining information on material
and service costs, suppliers and
products;
o) Raising of Local Purchase Orders;
p) Maintaining and ensuring safe
custody of procurement records;
q) Attend to procurement queries,
disputes and complaints and report
on contract awards and progress in
accordance with the EAC- PSSIP; and
r) Perform any other duties as may
be assigned by the Project Manager.
4.0. Qualification and experience
To be qualified for the position, the
candidate must meet the minimum
required qualifications and
experience:
a) Must have a Master’s degree,
from a recognized University, in
either Procurement, Management,
Economics, Business Administration,
Engineering or any other related
field;
b) Professional qualifications in
procurement or certification will be
an added advantage;
c) Must have at least 4 years’
experience in executing
procurement activities at national,
regional or international bodies;
d) Demonstrable understanding of
the public procurement laws;
e) Must be computer literate in the
use of word processor,
spreadsheets and any other
applications used in the
procurement function;
f) Working experience with AfDB or
other Multilateral Development Bank
funded projects is added advantage;
5.0. Other required skills and
competences
a) Languages: Fluency in spoken and
written English is required.
Knowledge of other languages
spoken in East Africa will be an
asset.
b) Technical proficiency: Good
understanding of and experience in
procurement management,
especially in Multilateral
Development Banks’ projects. Proven
ability in managing processes,
people and coordination across
implementing teams. Substantive
understanding and preferably,
experience in all phases of
international procurement
operations and in contracting. Good
working knowledge of procurement
regulations/contract law and
expertise in handling complex
contract issues. Good negotiating
skills to shape and influence
agreements with vendors. Sound
judgment in applying technical
expertise to resolve a range of
issues/problems; ability to train,
transfer knowledge and develop the
capacity.
c) Communications: Very good
communication skills (spoken and
written), including the ability to
communicate effectively with diverse
audiences on procurement-related
matters, good negotiation skills and
to prepare a variety of written
documents, contracts, reports, etc.
in a clear, concise style.
d) Ethics and Integrity: Must be a
person of proven honesty and
integrity with no criminal record, and
no situation of conflict of interest,
result oriented and proactive.
e) Technology Awareness: Good
computer skills, including proficiency
in procurement computer systems,
spreadsheet, database management
and Internet applications.
f) Teamwork: Very good
interpersonal skills and ability to
establish and maintain effective
working relations with people in a
multi-cultural, multiethnic
environment with sensitivity and
respect for diversity.
6.0. Terms and conditions of
service
This is an EAC-PSSIP project position
supported by African Development
Fund (ADF), and is a non-established
position for which contract terms
are limited to the period of the
project, and may be renewed
subject to performance and
extension of the funding.
The Procurement Specialist will be
recruited by the EAC Secretariat for
an initial period of two (2) years
including a probation period of six
months.
The contract may be renewed
contingent upon project budgeting
and a satisfactory performance
evaluation.
Attractive consolidated
remuneration packages for fixed
contract positions will be paid in
accordance with the EACPSSIP
budget.
7.0. Starting Period: October,
2013.
8.0. How to apply
Download EAC Job Application
Format from the EAC website
Interested candidates should submit
their applications quoting the
reference number of the position
applied for by registered mail,
courier service, e-mail (All soft
copies should be in MS Word) or
dispatch together with Curriculum
Vitae, copies of both academic and
professional certificates and
testimonials, names and addresses
of three referees, and day time tele/
cell phone contacts to:
The Secretary General
East African Community Secretariat
Headquarters
EAC Close
P.O. Box 1096
Arusha - Tanzania.
Fax No: 007 27 2502455/2504481
E-mail: eac@eachq.org
To be received not later than 5th
September, 2013
The East African Community is an
equal opportunity employer.
Female candidates are encouraged
to apply.
We shall only respond to those
candidates who strictly meet the set
requirements.
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