JOB DETAILS:
Procurement specialist – FAO Uganda Organizational Setting The main aim of the FAO Country offices, which are headed by the FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. This position is located in Kampala, Uganda. Reporting Lines Under the overall supervision of the FAO Representative in Uganda, the direct supervision of the Operations Officer in close collaboration with the Assistant FAO Representative (Administration), and in close coordination with programme, operations and administrative personnel, the Procurement Specialist will: Technical Focus The Procurement Specialist will manage, coordinate and report on Procurement aspects/activities related to the FAO Uganda program portfolio and ensure that all Procurement activities are carried out effectively and in line with FAO rules and procedures
Tasks and responsibilities:
• Supervise and manage the procurement actions.
• Prepare solicitation process, identify method of solicitation, prepare tendering documents (including Expressions of Interest [EOI], Request for Quotations [RFQs], Invitations to Bid [ITBs], Request for Proposals [RFPs]), distribute invitations to tender and conduct all aspects of bid/proposals evaluations and ensures that the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section;
• Ensure tracking of all procurement processes from receiving and reviewing procurement requisitions for completeness up to delivery/completion of goods/services, acceptance, payment, and follow up with requesting/requisitioning units to ensure that all requirements are met;
• Contribute to preparing a procurement plan for FAO Uganda, and ensure its implementation and monitoring;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are in full compliance of established FAO rules, procedures and strategies;
• Organize and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC) preparing submissions for the latter when required;
• Draft purchase orders, low value orders, contracts and service orders as well as amendments and/ or renewals;
• Perform the role of Quality Assurance Officer and review the Letter of Agreement (LoA) documentation including the Note for the File, and verify that the proposed LoA is in conformity with MS 507.
• Submit the LoA together with all supporting documentation to the LCP if needed and to the Authorized Official for approval and, upon signature, with the service provider and share a countersigned copy with programme and operations colleagues for further action.
• Verify operational and technical clearances prior to launching procurement actions, and ensures that the funds available are allocated in consultation with the responsible staff;
• Ensure that the invoices/payment requests are received, certified and include all the supporting documents that are required for finance to process the payment; in cases of quality issues coordinate with the technical team on liquidated damages to apply before forwarding invoices for payment and for delays in delivery recommend the application of liquidated damages as per FAO rules and regulations.
• Prepare amendments of Lease Agreements (LAs), LoAs and Memoranda of Understanding (MoUs) and keep track of their payment schedules;
• Prepare reports and routine correspondence on procurement subject-matters;
• Draft justifications/rationale and Notes for the File related to procurement when and as needed;
• Maintain an accurate and updated filing system in the Procurement Unit; and assist in the classification and maintenance of documentation relating to procurement subject-matter areas;
• Identify local dealers and potential suppliers of goods from the local market applying MS 502 FAO procurement rules and regulations and maintain an updated suppliers’ and vendors’ database; prepares vendor forms for suppliers and contractors;
• Liaise with Logistics Unit for timely preparation and receipt of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations;
• Participate in meetings with suppliers;
• Act as the Contracts Unit focal point for GRMS, UNGM and Intend; Review current processes and make recommendations to improve purchasing systems and procedures;
• Perform other related duties as required Candidates Will Be Assessed Against The FollowingCareers@fao.org • Applications received after the closing date will not be accepted • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/ • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions." style="box-sizing: border-box;">
Procurement specialist – FAO Uganda Organizational Setting The main aim of the FAO Country offices, which are headed by the FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. This position is located in Kampala, Uganda. Reporting Lines Under the overall supervision of the FAO Representative in Uganda, the direct supervision of the Operations Officer in close collaboration with the Assistant FAO Representative (Administration), and in close coordination with programme, operations and administrative personnel, the Procurement Specialist will: Technical Focus The Procurement Specialist will manage, coordinate and report on Procurement aspects/activities related to the FAO Uganda program portfolio and ensure that all Procurement activities are carried out effectively and in line with FAO rules and procedures
Tasks and responsibilities:
• Supervise and manage the procurement actions.
• Prepare solicitation process, identify method of solicitation, prepare tendering documents (including Expressions of Interest [EOI], Request for Quotations [RFQs], Invitations to Bid [ITBs], Request for Proposals [RFPs]), distribute invitations to tender and conduct all aspects of bid/proposals evaluations and ensures that the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section;
• Ensure tracking of all procurement processes from receiving and reviewing procurement requisitions for completeness up to delivery/completion of goods/services, acceptance, payment, and follow up with requesting/requisitioning units to ensure that all requirements are met;
• Contribute to preparing a procurement plan for FAO Uganda, and ensure its implementation and monitoring;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are in full compliance of established FAO rules, procedures and strategies;
• Organize and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC) preparing submissions for the latter when required;
• Draft purchase orders, low value orders, contracts and service orders as well as amendments and/ or renewals;
• Perform the role of Quality Assurance Officer and review the Letter of Agreement (LoA) documentation including the Note for the File, and verify that the proposed LoA is in conformity with MS 507.
• Submit the LoA together with all supporting documentation to the LCP if needed and to the Authorized Official for approval and, upon signature, with the service provider and share a countersigned copy with programme and operations colleagues for further action.
• Verify operational and technical clearances prior to launching procurement actions, and ensures that the funds available are allocated in consultation with the responsible staff;
• Ensure that the invoices/payment requests are received, certified and include all the supporting documents that are required for finance to process the payment; in cases of quality issues coordinate with the technical team on liquidated damages to apply before forwarding invoices for payment and for delays in delivery recommend the application of liquidated damages as per FAO rules and regulations.
• Prepare amendments of Lease Agreements (LAs), LoAs and Memoranda of Understanding (MoUs) and keep track of their payment schedules;
• Prepare reports and routine correspondence on procurement subject-matters;
• Draft justifications/rationale and Notes for the File related to procurement when and as needed;
• Maintain an accurate and updated filing system in the Procurement Unit; and assist in the classification and maintenance of documentation relating to procurement subject-matter areas;
• Identify local dealers and potential suppliers of goods from the local market applying MS 502 FAO procurement rules and regulations and maintain an updated suppliers’ and vendors’ database; prepares vendor forms for suppliers and contractors;
• Liaise with Logistics Unit for timely preparation and receipt of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations;
• Participate in meetings with suppliers;
• Act as the Contracts Unit focal point for GRMS, UNGM and Intend; Review current processes and make recommendations to improve purchasing systems and procedures;
• Perform other related duties as required Candidates Will Be Assessed Against The FollowingCareers@fao.org • Applications received after the closing date will not be accepted • Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/ • For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions." style="box-sizing: border-box;">
JOB DETAILS:
The job holder is responsible for all the activities related to documentation control through EACOP EDMS, EPCmC Contractor EDMS (ACONEX) and Main Logistics Contractor(MLC) EDMS for the EACOP Project. The primary objective is to ensure that all the documents (correspondence & technical) produced by logistics project team or by MLC during the Execution phase are developed and managed in accordance with the EACOP Project Document Control procedures.
As such, the job holder is responsible for implementing of Documentation Management System during the Project phase in the EACOP logistic package, up to the timely preparation and hand-over of the necessary and adequate documentation to Operation teams and to archives. As such, the job holder is also responsible for execution of the Documentation plan and procedure and follows the rules for numbering and process of documents (external / internal).
The job holder will be supported by a MLC DCC team who will be dedicated to Work Packages Document Control activities. Jobholder will be reporting to Logistics Project Control Leader.
The job holder will have to liaise actively with MLC DCC for the implementation of the Documentation Management, and as a general manner with all the logistic team members, all being involved in document production and management. The job holder will also have to coordinate with EACOP PMT Document Control Lead for the management of documents.
The job holder shall observe and shall impose strict confidentiality in the performance of the documentation management all along the course of the Project.
The job holder is responsible to control and archive all customs related documents.
Activities
• Responsible for the administration, distribution, publishing and updating of the controlled all documents and deliverables for logistics activities in UGANDA, using the EACOP Electronic Data Management System, to various parties.
• To set-up documents workflow / distributions matrix for document to be issued by MLC in coordination with MLC Document person in charge
• Liaise with EACOP document control Leader for managing interfaces documents
• Responsible for receipt, registration, distribution, filing and archiving of incoming documents from MLC Contractor.
• Liaise with MLC to receive, transmit and administer technical/Logistics documents through transmittal notes
• Ensure accurate reporting of her/his activities within the MLC Project Control Leader
• Liaise with the EPCmC Document Control Leader and EACOP Document Control Leader to ensure document processing is in line with the EACOP project procedures.
• Filing of all EACOP Logistics correspondence (letters, memos, transmittal notes etc), maintaining EACOP Electronic Data Management System up-to-date
• Follow-up and keep up to date all latest revisions of the COMPANY / project typical documents (templates, presentations, pictures, etc).
• Prepare CD-ROMs / slides / booklets if and when necessary for presentations or meetings.
• Assist the EACOP Logistics team members to maintain an organised filing system in line with the EACOP project filing plan.
Context and environment
• The East African Crude Oil Pipeline (EACOP) project is a major regional infrastructure project (Capex: 3.6 G$, OPEX:>2.5G$ over 25 years) between Uganda and Tanzania coast, opening a new value corridor between the two countries. The EACOP project development comprises of the detailed engineering, construction, operation and maintenance of the corresponding facilities.
• The Pipeline project will be the largest privately led with Government participation transnational infrastructure project ever undertaken in East African region. The project overall tonnage is estimated at 500,000t of material and equipment.
• East African Crude Oil Pipeline (EACOP) project will establish a Special Purpose Vehicle (“PipeCo”), which will build, own and operate the EACOP system. PipeCo will be established on OPCO type model with representatives of both Uganda and Tanzania states as well as shareholders.
• Behind the numerous technical (the longest electrically heat traced pipeline in the world), environmental and social challenges faced by the project, Government of Uganda and Government of Tanzania agreed to develop EACOP project in a fast track mode.
The project is aiming at a Ready For Start-up (RFSU) schedule not later than 39 months after FID;
In the current context of low oil price the project needs to be developed with low CAPEX & OPEX to support the development economics and enable FID while maintaining the technical quality of the installations, with high H3SE requirements and focus.
• Service Location : The position is based in logistics team in Kampala, UGANDA.
• Starting date: ASAP
• Status (residential/rotational): Residential
• Service duration: 1 year contract renewable
Accountabilities
• To ensure accuracy and completeness of logistics Documentation.
• To provide EACOP Logistics Management with insightful documentation reports that effectively allow early identification of deviation, delay with the documentation issuance and implementation of remediation plans where required.
Qualifications and Experience Required
• Technician, or equivalent with sound knowledge in Documentation management through EDMS
• Minimum 5 years of experience in Oil & Gas Industry and minimum 5 years with similar large scale projects & environment.
• Ability to work under pressure and stressing conditions.
• Team spirit and adaptability to an international work context.
• Ability to work in a multi-cultural business environment.
• Good interpersonal and communication skills.
• Fluent in English (speaking and writing).
The job holder is responsible for all the activities related to documentation control through EACOP EDMS, EPCmC Contractor EDMS (ACONEX) and Main Logistics Contractor(MLC) EDMS for the EACOP Project. The primary objective is to ensure that all the documents (correspondence & technical) produced by logistics project team or by MLC during the Execution phase are developed and managed in accordance with the EACOP Project Document Control procedures.
As such, the job holder is responsible for implementing of Documentation Management System during the Project phase in the EACOP logistic package, up to the timely preparation and hand-over of the necessary and adequate documentation to Operation teams and to archives. As such, the job holder is also responsible for execution of the Documentation plan and procedure and follows the rules for numbering and process of documents (external / internal).
The job holder will be supported by a MLC DCC team who will be dedicated to Work Packages Document Control activities. Jobholder will be reporting to Logistics Project Control Leader.
The job holder will have to liaise actively with MLC DCC for the implementation of the Documentation Management, and as a general manner with all the logistic team members, all being involved in document production and management. The job holder will also have to coordinate with EACOP PMT Document Control Lead for the management of documents.
The job holder shall observe and shall impose strict confidentiality in the performance of the documentation management all along the course of the Project.
The job holder is responsible to control and archive all customs related documents.
Activities
• Responsible for the administration, distribution, publishing and updating of the controlled all documents and deliverables for logistics activities in UGANDA, using the EACOP Electronic Data Management System, to various parties.
• To set-up documents workflow / distributions matrix for document to be issued by MLC in coordination with MLC Document person in charge
• Liaise with EACOP document control Leader for managing interfaces documents
• Responsible for receipt, registration, distribution, filing and archiving of incoming documents from MLC Contractor.
• Liaise with MLC to receive, transmit and administer technical/Logistics documents through transmittal notes
• Ensure accurate reporting of her/his activities within the MLC Project Control Leader
• Liaise with the EPCmC Document Control Leader and EACOP Document Control Leader to ensure document processing is in line with the EACOP project procedures.
• Filing of all EACOP Logistics correspondence (letters, memos, transmittal notes etc), maintaining EACOP Electronic Data Management System up-to-date
• Follow-up and keep up to date all latest revisions of the COMPANY / project typical documents (templates, presentations, pictures, etc).
• Prepare CD-ROMs / slides / booklets if and when necessary for presentations or meetings.
• Assist the EACOP Logistics team members to maintain an organised filing system in line with the EACOP project filing plan.
Context and environment
• The East African Crude Oil Pipeline (EACOP) project is a major regional infrastructure project (Capex: 3.6 G$, OPEX:>2.5G$ over 25 years) between Uganda and Tanzania coast, opening a new value corridor between the two countries. The EACOP project development comprises of the detailed engineering, construction, operation and maintenance of the corresponding facilities.
• The Pipeline project will be the largest privately led with Government participation transnational infrastructure project ever undertaken in East African region. The project overall tonnage is estimated at 500,000t of material and equipment.
• East African Crude Oil Pipeline (EACOP) project will establish a Special Purpose Vehicle (“PipeCo”), which will build, own and operate the EACOP system. PipeCo will be established on OPCO type model with representatives of both Uganda and Tanzania states as well as shareholders.
• Behind the numerous technical (the longest electrically heat traced pipeline in the world), environmental and social challenges faced by the project, Government of Uganda and Government of Tanzania agreed to develop EACOP project in a fast track mode.
The project is aiming at a Ready For Start-up (RFSU) schedule not later than 39 months after FID;
In the current context of low oil price the project needs to be developed with low CAPEX & OPEX to support the development economics and enable FID while maintaining the technical quality of the installations, with high H3SE requirements and focus.
• Service Location : The position is based in logistics team in Kampala, UGANDA.
• Starting date: ASAP
• Status (residential/rotational): Residential
• Service duration: 1 year contract renewable
Accountabilities
• To ensure accuracy and completeness of logistics Documentation.
• To provide EACOP Logistics Management with insightful documentation reports that effectively allow early identification of deviation, delay with the documentation issuance and implementation of remediation plans where required.
Qualifications and Experience Required
• Technician, or equivalent with sound knowledge in Documentation management through EDMS
• Minimum 5 years of experience in Oil & Gas Industry and minimum 5 years with similar large scale projects & environment.
• Ability to work under pressure and stressing conditions.
• Team spirit and adaptability to an international work context.
• Ability to work in a multi-cultural business environment.
• Good interpersonal and communication skills.
• Fluent in English (speaking and writing).
JOB DETAILS:
The Driver will provide transport services, administrative and other logistical support to USAID/Uganda- ICYD Activity staff, visitors, and stakeholders in accordance with EDC's fleet management policy guidelines and procedures. This position reports to the Logistics Assistant. This is a full-time position based in Kampala offices but will be required to work with cross functional teams within the organization across the country.
Essential functions include (but are not limited to):
• Provide transportation using EDC vehicles of goods, staff, and other authorized passengers in accordance with EDC policies and procedures.
• Conduct daily operation and maintenance to the vehicle assigned to the driver in a manner that ensures the highest degree of safety possible for the vehicle and its passengers. Keep accurate and up to date records using the vehicle and fuel log sheets provided.
• Inspect and be vigilant at all times for the detection of any faults and/or damage to the assigned vehicle, whether accidental or otherwise, and submit a written report of such faults and damage as soon as possible to the Supervisor.
The candidate for the position of Driver shall have at a minimum the following qualifications:
Education Skills and Experience
• Minimum of a UCE certificate or its equivalent, proof of training in defensive driving and basic computer skills.
• Must have a valid driver's license with all classes and a safe driving record with no traffic violations.
• Minimum of 5 years' experience as a professional driver with a reputable organization; experience working on a USAID financed project is a plus.
Language
Fluency in English is required
The Driver will provide transport services, administrative and other logistical support to USAID/Uganda- ICYD Activity staff, visitors, and stakeholders in accordance with EDC's fleet management policy guidelines and procedures. This position reports to the Logistics Assistant. This is a full-time position based in Kampala offices but will be required to work with cross functional teams within the organization across the country.
Essential functions include (but are not limited to):
• Provide transportation using EDC vehicles of goods, staff, and other authorized passengers in accordance with EDC policies and procedures.
• Conduct daily operation and maintenance to the vehicle assigned to the driver in a manner that ensures the highest degree of safety possible for the vehicle and its passengers. Keep accurate and up to date records using the vehicle and fuel log sheets provided.
• Inspect and be vigilant at all times for the detection of any faults and/or damage to the assigned vehicle, whether accidental or otherwise, and submit a written report of such faults and damage as soon as possible to the Supervisor.
The candidate for the position of Driver shall have at a minimum the following qualifications:
Education Skills and Experience
• Minimum of a UCE certificate or its equivalent, proof of training in defensive driving and basic computer skills.
• Must have a valid driver's license with all classes and a safe driving record with no traffic violations.
• Minimum of 5 years' experience as a professional driver with a reputable organization; experience working on a USAID financed project is a plus.
Language
Fluency in English is required