Job Description
The Ministry of Land and Natural Resources under the Government of Ghana (GoG)/World Bank/Canadian International Development Association (CIDA) funded Project, wishes to recruit qualified Ghanaians to fill the following position in a Land Administration Project Phase II in Ghana.
Duty Station: Accra, with considerable travel around the country
Duration: Two (2) years (renewable based on performance)
Under the overall guidance of the Project Co-ordinator develop and implement a procurement management system for the project that adheres to the project management information needs and implementation requirements in accordance with the Government of Ghana/World Bank Guidelines
The Specialist, shall, inter alia, undertake the following:
- Review all available project documents to enhance procurement procedures for the management and implementation of the project already in place;
- Establish a Procurement Management System for the Project Coordinating Unit and the Implementing Agencies based on the guidelines and procedures for the conduct of procurement under World Bank funded Projects, and Government regulations for the procurement of goods, works and services under the Ghana Public Procurement Act;
- Set up a simple procurement management tracking system that would monitor the implementation of procurement activities
- Using the World Bank's Standard Bidding Documents, prepare customized Bidding Documents and Request For Proposals (RFP). This should include standardized forms to be used for International and Local Shopping Methods and conform to the Ghana Public Procurement Act;
- In consultation with the Implementing Agencies prepare and update the Project's Annual Procurement Plan, detailing contract packages for goods and services, the estimated cost for each package, the procurement or selection methods and processing times till completion each procurement activity;
- Monitor procurement implementation and update the procurement plans prepared at the beginning of the project, for the procurement of goods, and the procurement of consultants services, annually and whenever it becomes necessary to do so
- Prepare the annual General Procurement Notices (GPNs), and also Specific Procurement Notices (SPNs), and Expressions of Interest (EOIs) whenever required;
- In consultation with IAs, coordinate the preparation of Terms of Reference (TORs) for the preparation of Requests for Proposals (RFPs) on consulting assignments, and specifications for the preparation of bidding documents for goods and activities, using standard documentation agreed with the funding agencies, and also participate in the evaluation of Expressions of Interest for short lists and pre-qualification of suppliers and contractors where necessary;
- Initiate the procurement processes, including those for International and Local Competitive Bidding procedures, ensuring compliance with agreed procurement methods thresholds, prior review requirements specific to the project and agreed aggregate threshold amounts for less competitive procurement methods;
- Receive bids and participate in bid opening sessions, evaluate goods bids and consultants' proposals, and ensure that the appropriate guidelines are followed to arrive at the recommendations for award in favour of suppliers and consultants;
- In cases of procurement actions requiring IDA "no objection", ensure quality, coordinate the dispatch of procurements to IDA, monitor IDA response time on issuing "no objections" at different levels of the procurement process and follow-up accordingly;
- Co-ordinate the response to the inquiries, and communicate the results of the evaluation process to the applicants, in response to guidelines
- Monitor and ensure timely responses to procurement questions raised by the World Bank and other Donors. For services, follow-up with the short-listed consultants within 10 days of RFP dispatch, to ensure their participation in the proposal conference, as may be required;
- Participate in selection of the Evaluation Panel, and assume the role of the Panel's Secretary in recording the minutes of the meetings;
- Prepare the minutes of the Evaluation Panel meetings, and also prepare the requests for "no objection", and coordinate arrangements for the negotiation process where necessary
- Prepare final contracts, and ensure timely distribution of all relevant procurement and contract documents to all stakeholders (Consultants, Suppliers, the World Bank and IAs)
- Ensure timely receipt of the Goods and consultant's monthly status reports; confirming acceptability of goods delivered, and also acceptability of consultants' reports as reviewed, and recommending payments to the services, providers, i.e. suppliers and consultants, as they fall due;
- Establish a performance monitoring database for all suppliers and consultants, and ensure efficiency and timeliness in the delivery of outputs from the service providers;
- Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files to ease the retrieval of information and the ease of following the paper trail of procurement by independent external auditors, authorized agents or the World Bank staff during Post-Procurement Reviews (PPRs),
- Provide support and training to the various IAs staff involved in the Project on the operation of procedures outlines in the Project Implementation Manual (PIM)
- Provide training to address:
- Staff weaknesses that may be identified as part of the supervision;
- Training needs expressed by the users of the PIM. Basic procurement training will also be provided to Members of the Tender Committee on how to review bids and proposal evaluation reports, in response to the Public Procurement Act of Ghana; and
- Carry out any other relevant periodic duties that may be assigned by the Project Coordinator, from time to time
Required Skills or Experience
- A First Degree in any relevant discipline, eg. Business Law, Land Economy, Surveying, Administration etc, with a minimum of 8 years Post Graduate experience in Procurement, and Contract Management in the public sector
- Must have good knowledge of procurement policies and procedures of multilateral financial institutions ((e.g. the World Bank) and Development Co-operation Agencies, as well as a good knowledge of the institutional, technical, and commercial aspects of procurement
- Must have demonstrated procurement experience in previous positions (as procurement staff) in an international environment
- Must be computer literate
- Excellent skills in Project Management demonstrated in previous jobs
- Proven track record in working effectively within multidisciplinary teams
How To Apply
Interested applicants who meet the above criteria should send their application and detailed curriculum vitae to the following address:
TECHNICAL DIRECTOR (LANDS)
GHANA LAND ADMINISTRATION PROJECT (PHASE II)
MINISTRY OF LAND AND NATURAL RESOURCES
POST OFFICE BOX M 212
MINISTRIES, ACCRA
ROOM G.5
GHANA LAND ADMINISTRATION PROJECT (PHASE II)
MINISTRY OF LAND AND NATURAL RESOURCES
POST OFFICE BOX M 212
MINISTRIES, ACCRA
ROOM G.5
