Dedicated Grant Mechanism for Indigenous Peoples and Local Communities in Nepal Rural Reconstruction Nepal (RRN)

Dedicated Grant Mechanism for Indigenous Peoples and Local Communities in Nepal

Rural Reconstruction Nepal (RRN)

Gairidhara, Kathmandu

Terms of Reference for Procurement Officer

I. Background

Rural Reconstruction Nepal (RRN), Gairidhara, Kathmandu needs the service of Procurement Officer for assisting preparation of procurement plan, bid documents for works, goods and services, evaluation of bids and execute corresponding contracts.

II. Objectives

The main objective of hiring a Procurement Officer is to assist the RRN in preparing and carrying out procurement functions for timely and systematic implementation of the procurement related activities. The Procurement Officer will ensure adoption of proper procurement procedure with economy, efficiency and transparency as well as to ensure that the procurement work take place per procurement roadmap and in time schedule. The Procurement Officer will work for RRN, which has been mandated to support implementation of RRN activities under the Dedicated Grant Mechanism for Indigenous Peoples and Local Communities in Nepal (DGM Nepal Project).

III. Task and responsibilities

S/he will work closely with the Coordinator, RRN and other staff and help to carry out all aspects of procurement as per applicable guidelines/manuals, arrangement provided in the Financing Agreement. S/he will help in producing all the reports related to procurement as required by the DGM Nepal.  More specifically, the Procurement Officer will;

1. Prepare and/or review the procurement plan for the implementation of the activities;
2. Assist the procurement team in preparing a procurement time schedule for implementation of planned activities.
3. Ensure that all proposed purchases are eligible for financing by the DGM Nepal;
4. Procure consulting services, goods and works, by assisting the Procurement Team in the procurement process from preparation to evaluation and ensure that best procurement practices are followed before “No Objection Letter (NOL)”, if and/or when required;
5. Prepare procurement documentation and selection and evaluation procedures
6. Elaborate relevant documentation in compliance with the procurement procedures of the DGM Nepal and Government of Nepal.
7. Assist in negotiating with bidders/Consultants, when required, and prepare contract documents
8. Ascertain that the budgetary allocations are appropriate to the respective end-users and thus ensure timely and effective implementation;
9. Provide methodological guidance and know how to Small Grantees in procuring goods and services in compliance with the procurement procedure of the DGM Nepal;
10. Build procurement capacity in the procurement team and beneficiaries through hands-on training;
11. Assist to RRN in the preparation/updating of the procurement plan periodically for submission to the donor for review through STEP and also provide procurement advice to ensure that procurement of all works, goods and consulting/non-consulting services are undertaken in accordance with the approved Procurement plan
12. Assist RRN in uploading/updating the procurement documents and processes in the STEP on actual time basis;
13. Assist the procurement team in setting up a record keeping system for all prior review and especially post review contracts;
14. Assist to RRN in prepare monthly/Quartermaster/Semi-annual/Annual and other progress report of procurement activities in acceptable format to the donor as required;
15. Assist the procurement team in contract management and administration of all signed contracts under the RRN;
16. In cooperation with the procurement team prepare regular procurement reports for the DGM Nepal according to pre-determined financial agreements;

 

Duration of service

The Procurement Officer shall provide the service for two years in full time basis or any other period as may be subsequently agreed by the parties in writing. The contract may be extended as required.

 

Expected Outputs

Timely completion of proposed procurement as per Procurement Roadmap.

 

Reporting

The Officer shall report to the Team Leader of RRN.

 

Qualifications of Procurement Officer

• Should have Master’s degree in Economics/Engineering/Business Management/Administration/ Business Administration or in relevant subjects.
• Should possess at least seven years of demonstrated professional experience in the field of procurement in Government/ Public Enterprises/ NGO/INGO / DGM Nepal/ Asian Development Bank
• Should be fully conversant with the DGM Nepal procurement policies, guideline and procedures evidenced by her/his involvement in procurement functions,

Additional advantages will be provided if the candidates have:

• Training in procurement management.
• Training on DGM Nepal’s Systematic Tracking of Exchanges in Procurement (STEP)
• Extensive experience of procurement work in DGM Nepal funded projects.
• Good Knowledge of Computer/ IT skills as demonstrated by capability to work on line
• Good interpersonal skills.
• Outstanding written and verbal communication skills in English.