As a member of the Project team, the Procurement Specialist will be responsible for all procurement activities under the National Targeting System.

Specifically, He/She will work with the Procurement Unit of the Ghana Social Opportunities Project (GSOP) in all procurement processes related to the implementation of the NTS. This induces the procurement of goods, equipment, non-consulting services and consulting services. He/She will ensure that procurement procedures and guidelines of the National Procurement Authority are followed at the National, Regional and District levels. In the even that in the future National Targeting Unit becomes an implementing Unit in its own budget and procurement unit/entity, the Specialist shall be mainly responsible of carrying out all these processes.

Key Responsibilities

•   Study all available project documents to facilitate the establishment of procurement procedures for the management and implementation of the project including a simple tracking system to monitor the implementation of procurement activities for the NTS taking into consideration Ghana’s National Procurement Act, World Bank Procurement guidelines and International procurement standards.
•   In consultation with the project beneficiary agencies, prepare on the basis of the approved work plan and budget, the initial procurement plan and subsequent annual procurement plans, detailing contract packages for goods, works and services, the estimated cost for each package, the procurement or selection methods and processing times till completion of each procurement activity; and submit to The Ghana Social; Opportunities Project (GSOP) for consolidation
•   Continuously monitor and supervise procurement implementation and regularly update the procurement plans prepared at the beginning of the project, for the procurement of goods, works, non-consulting services and consulting services whenever it becomes necessary to do so;
•   Prepare the General Procurement Notices (GPM), Specific Procurement Notices (SPNs), and Expressions of Interest (EOIs) whenever required
•   In consultation with the beneficiaries and technical officers, coordinate the preparation of Terms of Reference (TORs) for the preparation of Requests for Proposals on consulting assignments, and Specifications for the preparation of bidding documents for activities using standard documentation agreed with the funding agencies.
•   Prepare Request for Proposal (RFP), tender and bidding documents, including standardized forms to be used for International, National and Local Shopping methods for procurement as per World Bank standard formats and National standard where applicable.
•   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.
•   Participate in selection of the Evaluation Panel, and assume the role of the Panel’s secretary in recording the minutes of the meetings
•   Receive Bids, EOI, Consultant’s proposal and participate in their opening sessions, evaluating and ensuring that the appropriate guidelines are followed to arrive at the recommendations for award in favour of suppliers and consultants;
•   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
•   In cases of procurement actions requiring IDA “no objection”, coordinate the dispatch of procurement documents to IDA, monitor IDA response time on issuing “no objections” at different levels of the procurement process and follow-up accordingly Monitor and ensure timely responses to procurement questions raised by the World Bank.
•   Coordinate the response to the inquiries, and communicate the results of the evaluation process to the applicants, in response to guidelines
•   Prepare final contracts, and ensure timely distribution of all relevant procurement and contract documents to all stakeholders. (Consultants, Suppliers, the World Bank and Ministries).
•   Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.
•   Ensure timely receipt of the Goods and consultant’s monthly status reports; and in consultation with the Technical officers and beneficiaries to confirm 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 and maintain a central procurement filing system, and ensure all related documents are included in the respective files (constantly updated), to ensure ease of retrieval of information and the ease of following the paper trail of procurement by independent external auditors, authorised agents or the World Bank staff during post-procurement reviews (PPRs);
•   Provide support and training to the various ministry staff involved in the project on the operation of the procurement procedures outlined in the Operation Manual.
•   Undertake any other procurement duties that may be assigned by the NTU Coordinator.

Reporting Responsibility

•   In the discharge of his/her duties, the Procurement Specialist will report to the MTU Coordinator. He/she will prepare and submit to the NTU Coordinator, quarterly, semi-annual and annual procurement reports as inputs into the Project Management Reports and, In addition, will prepare either reports, as and when needed.

Qualification Required & Experience

•   First degree in relevant discipline, e.g. Business law, Engineering, Administration. A post graduate Master’s Degree in related fields of procurement or a professional qualification in supplies management is an added advantage
•   At least 8 years post graduate experience in international procurement, management of public procurement and project management (with 5 years at senior management level). Experience in procurement procedures of the World Bank and the Public sector are added advantages
•   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 good knowledge of the institutional, technical, and commercial aspects of procurement.
•   Excellent skills in project management demonstrated in previous jobs.
•   The applicant should be a solution-oriented person with excellent interpersonal, communication and managerial skills.
•   Demonstrated ability to build, manage and work in a team, with a proven track record in working effectively within multidisciplinary teams
•   Candidate must have the ability to work under pressure and strong communication and mediation skills.
•   Good command of Basic Computer Programs ( e.g. Microsoft office suite) and relevant applications.

Location: Accra

How To Apply For The Job

All interested individuals are requested to submit typewritten letters and curriculum vitae (CV) for the positions described above.

THE CHIEF DIRECTOR
MINISTRY OF GENDER, CHILDREN AND SOCIAL PROTECTION
P.O.BOX MBO 186
ACCRA, GHANA

Closing Date: 21 April, 2014

•   Letters should clearly be marked "MoGCSP - NTU Personnel"
•   For further enquiries, contact the MoGCSP or the National Coordinator, GSOP (tel: 0302-770246)