Senior Procurement Assistant, Mogadishu, Somalia

Federal Republic of Somalia (FRS)

Senior Procurement Assistant, Mogadishu, Somalia

Job Description

COUNTRY:                        Federal Republic of Somalia (FRS)

NAME OF PROJECT:         SOMALIA ENHANCING PUBLIC RESOURCE MANAGEMENT PROJECT

PROJECT ID:                     P177298

Grant No.:                         IDA-E1360

Assignment Title:              Senior Procurement Assistant

Reference No.:                  SO-MOF-390328-CS-INDV

Place of assignment:         National Civil Service Commission – Mogadishu, Somalia

Submission deadline:        4th January 2024

  1. BACKGROUND TO THE PROJECT

The World Bank is supporting Somalia to improve institutions and service delivery with a view to strengthening the social contract. This is part of a broader effort to build state legitimacy and reduce institutional fragmentation. For Somali citizens to be willing to contribute to public revenues, they must trust in the state’s capability to discharge its basic functions and deliver public services. A similar trust is required to boost external funding for essential services and humanitarian support, such as for drought and famine, and to channel these via government institutions and systems. This requires, on the one hand, bolstering the institutional capacity of the state, and on the other hand, addressing fragmentation and strengthening the transparency and accountability in managing public resources.

The project will assist Somali governments by focusing on synergies and interconnectedness between improving domestic revenue mobilization (DRM), public financial management (PFM), and public sector management (PSM).  Integration of revenue, expenditure, and service delivery will in time improve formal tax collection, strengthen legitimacy, and reduce the role of non-state actors. This operation consolidates the Banks’s efforts and will do so in the context of the whole of the Somali peninsula, aiming for a consistent reform agenda across the Somali governments while customizing its interventions to the needs of a given level of government.

  1. 1. The National Civil Service Commission seeks an experienced, highly qualified and committed Enhancing Public Resource Management Project Procurement assistant. The Procurement assistant will support on SERP- NCSC procurement activities in Public Sector Management Component implementation and will work closely with the NCSC and FMS CSC PSM focal Point person, SERP Procurement Specialist, Ministries of Labor, and other project stakeholders.
  2. 2. The PSM Project Procurement Assistant will be responsible for day-to-day procurement activities and serve as key support for the SERP Procurement Specialist regarding procurement activities for the NCSC in the PSM Component.

The Objective of the Position

The Procurement assistant will act as the procurement focal point to the SERP project PSM component in the National Civil Service Commission. S/he will develop and implement a cost-effective procurement management system for the PSM activities that related to NCSC, including procurement plans in accordance with the World Bank Procurement Regulations. The PSM Procurement Assistant will be responsible for day-to-day procurement activities and serve as key support for the SERP Procurement Specialist regarding procurement activities for the NCSC in the PSM Component.

Key Responsibilities and Duties include

The Procurement assistant will act as the procurement focal point to the SERP project PSM component in the National Civil Service Commission. S/he will develop and implement a cost-effective procurement management system for the PSM activities that related to NCSC, including procurement plans in accordance with the World Bank Procurement Regulations. The Procurement assistant will be assigned with the following key responsibilities among others:

  1. §   Lead the bidding and selection processing for the NCSC PSM procurement activities, including organizing pre-bid or pre-proposal meetings, providing clarifications, coordinating the Receipt of bids/proposals, and leading and participating in the opening of bids/proposals/ expressions of interest.
  2. §  Procurement planning, implementation, monitoring, and documentation for the NCSC activities in the-Public Sector Management Component as per the required standards;
  3. §  Establish a central procurement filing system in NCSC, and ensure all related documents are included in the respective files.
  4. §  Provide guidance to NCSC in regarding to contract management oversight for goods and consulting services to be procured and associated ancillary services.
  5. §  In consultation with the NCSC leadership and Project PSM Focal points and the other projects Teams prepare realistic, consolidated, updated annual NCSC procurement plans for PSM Component which are in harmony with the work plans and available funds;
  6. §  A prepare a detailed procurement updates in which key milestones are indicated and ensure the relevant columns are filled in as and when each stage is accomplished, and establish a simplified tracking system for monitoring program procurement activities;
  7. §  Prepare and draft specific procurement notices/ invitation for bids that related to NCSC PSM activities and work closely with user departments to ensure that Terms of Reference or technical specifications are obtained timely from relevant technical departments and beneficiaries and duly shared with SERP Procurement Specialist
  8. §  With the help of the SERP Procurement Specialist, ensure NCSC PSM procurement activities are carried out in accordance with the World Bank Procurement Regulations;
  9. §  Verify that procurement requests from NCSC are in accordance to the approved SERP procurement plan.
  10. §  Assist in developing procurement systems and procedures including preparation of Bidding Documents for the procurement of goods, works and services in accordance with activities defined in the NCSC PSM Procurement Plan using the World Bank’s Standard Procurement Documents where applicable, prepare Project customized Bidding Documents and Request for Proposals (RFP). This should include customized NCB documents and standardized Forms to be used for Shopping Methods to be reviewed and approved by SERP Procurement Specialist.
  11. §  Draft Specific Procurement Notices (SPN) for the international and national competitive bidding procedures for procurement of goods as well as Request for Expressions of Interest (REOIs) for the selection of consultants in accordance with the World Bank Procurement Regulations to be reviewed and approved by SERP Procurement Specialist
  12. §  Support capacity building efforts for NCSC Staff and mentor colleagues by sharing knowledge on procurement of works and services.
  13. §  Assist the NCSC in procurement operational activities processing including providing guidance and coordination in the preparation of inputs (Terms of Reference, Schedules of Requirements and Specifications) to Prequalification Documents (PQD), Bidding Documents (BDs), and Requests for Proposals (RFPs) and other procurement documents;
  14. §  Coordinate preparation of post procurement reviews on all procurement cases and ensure that complete documentation is maintained on all procurement cases;
  15. §  Prepare and update the Procurement/Contract Register (List of all procurement contracts awarded).
  16. §  Participate in contract monitoring and administration, liaise with the technical teams to ensure procurement contracts within NCSC are efficiently managed, monitored and executed on time in order to get the value for money (VFM).
  17. §  Establish and maintain a central procurement filing system and implement mechanism to ensure that all related documents are included and are safe in the respective procurement files to ensure ease of retrieval of information;
  18. §  Prepare Procurement progress reports for NCSC public sector Management component activities of SERP at a minimum on monthly basis, highlighting among others the progress on processing various contracts, constraints met and any other issues that require management attention.
  19. §  Assist SERP Procurement Specialist NCSC PSM procurement queries, disputes and complaints as they may arise during the procurement processing as well as lodging complaints;
  20. §  Assist and provide support in the preparation of monthly, quarterly and annual procurement progress reports as shall be required and ensure issues identified during reporting period and actions taken to resolve them are clearly narrated and documented;
  21. §  Identify possible inherent risks related to procurement, especially those related to fraud and corruption and propose appropriate measures to mitigate them;
  22. §  Carry out any other procurement related function as shall be assigned by the SERP Procurement Specialist/Project Coordinator.

Qualifications, Experience and Skills Requirements

The procurement assistant is expected to have relevant skills and qualifications for the position, with particular focus on the following:

  1. Ÿ  A Degree in one of the following: Business Administration, Accounting, Public Administration, or relevant discipline.
  2. Ÿ  An advanced degree with a major in a relevant discipline or professional qualifications is an added advantage
  3. Ÿ  A minimum of at least 6 years of direct/relevant experience including broad expertise in the management of procurement in public sector or private sector.
  4. Ÿ  Minimum of at least 2 years of experience in implementing procurement actions according to , international organizations guidelines such as the World Bank, African Development Bank, United Nations (UN) organizations, International Non-Governmental Organizations etc. for procurement of goods, services, and works.
  5. Ÿ  Good knowledge of all concepts, principles and approaches to procurement, and of public procurement systems, functions and practices;
  6. Ÿ  Work experience on country public administration, procurement systems and procedures
  7. Ÿ  Experience working in a Fragile State environment.
  8. Ÿ  Strong communication skills and persuasiveness in facilitating, presenting, negotiating and resolving highly complex issues, both orally and in writing in English
  9. Ÿ  High level interpersonal and relationship-building skills.
  10. Ÿ  Excellent computer skills for Microsoft Office tools (Word, Excel, and PowerPoint) and Internet use.
  11. Ÿ  Fluency in English and the local Language (Somali) is a must

Consultant’s Reporting Obligations

The Senior Procurement Assistant in the National Civil Service Commission will report directly to the NCSC Director General/ Chairman. In addition, he/she will work closely with SERP Procurement Specialist at the Ministry of Finance FGS.

A Consultant will be selected in accordance with the Individual Consultant method set out in the World Bank Procurement Regulations.

Duration & Duty Station: Twelve (12) months renewable based on the requirement, satisfactory performance and availability of budget. The duty station is Mogadishu Somalia with travels to the FMSs

Input/facility provided by the Client:

The client will provide office space with necessary furniture and other facilities such as printing facility etc. to enable the consultant to perform day to day work. In addition, the Client will make available to the Consultant copies of all the documents the consultant may need to discharge his/her functions.

SUBMISSION REQUIREMENTS

The attention of interested Consultants is drawn to section III, para 3.14,3.16 & 3.17 of the World Bank’s Procurement Regulations for IPF Borrowers: Procurement in Investment Projects Financing Goods, Works, Non -Consulting and Consulting Services, July 2016, revised November 2017, August 2018 and November 2020 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

A Consultant will be selected in accordance with the Individual Consultant method set out in the World Bank Procurement Regulations.

How to Apply

Interested candidates who meet the criteria are encouraged to apply through this link https://www.ncsc.gov.so/jobs/details/67, please make sure to copy or Cc, the following emails after completing application through NCSC portal, please make sure CV and cover letter to be delivered to this emails serprecruitment@mof.gov.so  and recruitment@ncsc.gov.so on or before at 16:00 hours to the address below by 4th January , 2024, with email subject marked clearly as “ Senior Procurement Assistant– REF: SO-MOF-390328-CS-INDV, 

Female candidates are encouraged to apply.

The selection process will begin as soon as possible after the closing date. NCSC accepts duly completed applications submitted through the NCSC e-Recruitment system. Selected candidates will be invited.

 

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