Procurement Expert at Lake Chad Basin Commission

Monday, 20 July 2015

The Lake Chad Basin Commission (LCBC) was established on 22nd of May 1964 by the four countries that border Lake Chad: Cameroon, Niger, Nigeria and Chad. The Republic of Central Africa joined the organization in 1996, Libya was admitted in 2008. Observer status is held by Sudan admitted, Egypt, the Republic of Congo and the Democratic Republic of Congo. N'Djamena, Capital of Chad hosts the Headquarters of the Commission.

The mandate of the Commission is to sustainably and equitably manage the Lake Chad and other shared water resources of the Lake Chad Basin, to preserve the ecosystems of the Lake Chad Conventional Basin, to promote regional integration, peace and security across the Basin. The LCBC is a basin organization, member of both the African Network of Basin Organizations (ANBO) and the International Network of Basin Organizations (INBO). The Commission if funded by contributions of Member State, but there is reflection for an autonomous financing of the Organization.

We are recruiting to fill the position below:

Job Title: Procurement Expert

Direct hierarchy: Regional Coordinator

Location: N'Djamena, Chad
Duration: Five (5) Years

Brief Presentation of the Programme

• The ecosystems of the Lake Chad are of important natural variability and are more and more exposed to different stress that climatic changes and anthropic factors might accentuate them. On the economic standpoint, in spite of the improvement of the size of the water (14,800 km2 in 2013 against 2,500 km2 during the 1980s-90s), as a result of more favourable rainfalls, the situation of the Lake is well below its “normal” Lake level of the 70s with a size of 25,000 km2 . The strong growth and concentration of populations in the Lake and in its zone of affluence (13.3 million in 2013 and a projection of 18.3 million in 2025), has exacerbated the pressure on the natural resources whose exploitation generates reoccurring serious social conflicts
• The gravity of the situation requires a regional intervention approach of which for the rehabilitation and reinforcement of resilience of socio-ecological systems would constitute a stage of rapid and visible impact. It is in this context that the African Development Bank (AfDB) proposes to support the implementation of a programme of rehabilitation and reinforcement of socio-ecological resilience systems as part of the Five Year Investment Plan (2013-2017 FYIP) of the LCBC with a view to enhance the resilience of the vulnerable populations, of the Lake Chad Basin.
• The PRESIBALT also represents the commitment of the African Bank to assist the LCBC in the implementation of its Five Year Investment Plan (2013-2017 FYIP. It aims at achieving important investments necessary for the rehabilitation and reinforcement of socio-ecological, economic and institutional resilience systems at the regional level, an optimum valorization of the available water resources, as productive potentials of the fluvial and lakeside systems which are capable of enabling rapid economic and social development of the populations of the region.

Objectives of the Programme

• The objective of the programme for the rehabilitation and reinforcement of socio-economic resilience systems in the Lake Chad Basin (PRESIBALT), is to reduce the poverty of the populations living on the resources of the Lake Chad Basin. Specifically, the programme aims at (i) reinforcing the resilience of the socio-ecological systems, (ii) preservation of the ecosystems and the valorisation of the main productions in the context of adaptation to climate changes, (iii) reinforcement of social peace through good governance of common resources.

Components of the Programme

• The programme is made up of three components: (i) preservation and valorisation of the water resource; ((ii) development of resources, ecological services and value chain; (iii) institutional reinforcement and programme management.
• The Programme is planned to last for five (5) years starting from the entry into force of the grants.
• The African Development Bank (AfDB) through the African Development Fund, supports the Lake Chad Basin Commission (LCBC) in its implementation of the PRESIBALT which comprises many stakeholders, namely technical ministries, national parastatal establishments, specialized international institutions, the civil society, local bodies and organisations of the rural sector, vulnerable groups, etc.
• To stay in the course of the objectives of the programme, to measure the results and the effect of the impact, the programme must equip itself a competent personnel to coordinate the implementation of the programme.
• The terms of dereference will serve as a basis for the recruitment of the cadres on a competitive basis.

Job Description

• Within the framework of the implementation of the PRESIBALT a Procurement Expert who will provide technical support to the project’s team in terms of processing procurement contracting for the good implementation of the programme shall be recruited.

Functions and Task

• Under the authority of the Regional Coordinator of the PRESIBALT the Procurement Expert will undertake the following missions:
• Responsibilities
• Ensure and supervise processing of contracts for the Programme in accordance with standing procedures of the AfDB;
• Ensure technical capacity building of contract awarding method of the LCBC and assist in preparing contract documents;
• Ensure the quality of contract documents;
• Ensure that contract documents respect terms of signed agreed contract;
• Insure planning of activities and follow-up of contract files in order avoid any delay in the awarding and signing process of contracts;
• Coordinate his mission with the Account Manager in order to ensure that the contract awarding is in perfect consonant with the planning and management of the funds;
• Ensure wide publicity by publishing, if necessary, invitation for bidding in specialized journals, in the Business Development, in wide distribution local newspapers;
• Ensure putting in agenda of committee the process of evaluation of contract awarding process ( opening of offers, evaluations and awarding);
• Ensure confidentiality of evaluation reports of offers and the same obtain the necessary approval before submission to the AfDB for its consideration;
• Ensure that unselected bidders receive the necessary information as well as their submission deposit as soon as the award decision has been taken;
• Ensure that the procedures contained in the agreements with the donors are respected in all the stages of procurement of goods and services;
• Ensure that cummulated amount of procured supplies follow the different procedures which doesn't exceed the sealing contained in the grant, loan and/or credit agreement;
• Take part, in collaboration with the Account Manager, in the elaboration and updating of reports on use and functioning of the materials allocated to component departments.

Tasks:

• Opening and updating of inventories of the suppliers and companies by using the shortlisting procedures when scheduled for the projects;
• Also keep an inventory of qualified consultant as manifestation of interest is made known ;
• Opening and keeping unitary current price list of supplies ;
• Develop and update a detailed and figured list of procurement of goods and services earmarked for funding by the Programme for the all the components and finalize with the component (or the experts assigned for this purpose ),as well as their characteristic and technical specification ;
• Develop and update contract awarding plan following the a model considered acceptable by AfDB, containing estimate, contract awarding procedure in accordance with the terms of the grant agreement ;
• Ensure implementation follow-up and updating contracts awarding plan;
• Develop biding files for works and supplies, as well as invitation of offers for the consultancy services and ensure files obtain the necessary approvals of the donors in accordance with the terms of the grant, loan and/or credit agreement;
• Develop, launch and update general notices and specific notices of contract awarding ;
• Get general notices, specific notices and manifestation of interest to receive expression of interests for consultancy services, specific notices of invitation of offers for works and the supply of furniture, published;
• Take part and follow-up of opening and evaluation of offers received as member of the scrutiny and evaluation of tenders committee ;
• Develop draft contracts in respect of the project and ensure that they signed, approved, minuted and notified in accordance with procedures manual and on time;
• Organize reception committees for supplies, works, services and ensure that these goods and service received are in conformity with the specification of the contracts;
• Take the necessary measures to ensure that goods and services are delivered and stocked in secured place and at the specified date in accordance with terms of the contracts ;
• Ensure that an archiving system is put in place and updated including all necessary materials necessary for prior review of auditors and supervision missions;
• Keeping list of contracts including the methods and stages
• Follow-up execution of services and supply contracts ;
• Produce monthly situation report of internal checking undertaken during period ;
• Coordinate and follow-up all the contract awarding operations ;
• Put in place a follow-up mechanism for the awarding of contracts, including the deadlines, to enable rapid identification of potentials sources of delay, inform the Coordinator and propose solutions with view to solve them;
• Ensure follow-up of the publication of specific tenders notice in the appropriate mediums;
• Ensure follow-up of no-objection notice requested from AfDB;
• Ensure that all the decisions taken in respect of awarding contracts and their executions respect the agreed rules;
• Advise the Coordinator of the Programme in understanding and drafting of all inward and out bound communications related to awarding of contracts.

Profile of Applicant

• The applicant for the position of the Procurement Expert must have of level of education equivalent to A level + 4 years of education and must be knowledgeable in procurement contracts in general and in rules of contract awarding procedures of multilateral development banks: African Development Bank and World Bank;
• The Procurement Expert shall a citizen of the Member States of the LCBC and must be at least 35 years old;
• A minimum professional experience of 7 years of which 5 in the field procurement at capacity of expert in contract awarding in projects or Programmes funded by Technical and Financial partners, notably the AfDB;
• Perfect mastery of written and spoken skill of one of the working languages of the LCBC namely French and English.
• A good written and spoken knowledge of the other language is and added advantage.
• Mastery of the currently most used software and word procession systems (MS Office) is requirement.
• Knowledge of a range of the information technology, evaluation tools and method would desirable.
• Good physical condition and the aptitude to conduct field missions.

Duration of Contract:

• The duration of the contract for the Regional Coordinator is five (5).
• However, it shall be evaluated annually and renewal of the contract shall be subject to performance evaluation considered acceptable by the host institution of the programme in agreement with African Development Bank.

Application Closing Date
14th August, 2015.

Method of Application
Interested and qualified candidates must provide evidence of their qualifications for this service (application signed and dated, CV duly signed, letter of interest, etc) Applications bearing the wording "Expression for interest for the recruitment of Consultant for PRESIBAL" must be forwarded to the Executive Secretary of LCBC at the address below:
P.O.Box 727,
N'Djamena,
Chad.
Or
Send an Email to: cab@cblt.org or cblt.lcbc@gmail.com

The recruitment process shall comply with AfDB procedures edited in May 2008 and reviewed in July 2012. An interest expressed by a consultant does not give the right to be shortlisted automatically.



For any further details regarding job descriptions and profiles, please visit the "LCBC Headquarters in N'Djamena (Chad)". Working hours are from Monday to Friday: 8:00am to 3:30pm.