VACANCY ANNOUNCEMENT n. 1 Procurement Officer

Transcription

1 VACANCY ANNOUNCEMENT n. 1 Procurement Officer International Expert Ref. n.: 03/2019/SAMSIMIFA/Coop.Ita. Programme: Sustainable Mechanization System Improvement in Minia and Fayoum Governorates CIHEAM Bari is the Italian branch of CIHEAM (International Centre for Advanced Mediterranean Agronomic Studies), an intergovernmental organization based in Paris. CIHEAM Bari is publishing this vacancy concerning the selection of n.1 Procurement Officer in the framework of the above-mentioned Programme. The Programme is funded by the Italian Ministry of Foreign Affairs and International Cooperation through a soft loan granted by Cassa Depositi e Prestiti. CIHEAM Bari is the implementing agency providing technical and scientific support to the counterparts Egyptian Ministry of Agriculture and Land Reclamation (MALR) and other partner institutions. Summary: The initiative has been conceived by the Egyptian Government in order to activate a soft loan scheme aiming at developing the modernization of the regional centres for machinery services, the agriculture cooperatives associations and the ARC research station operating in the Governorates of Minia and Fayoum. Duty Station: Cairo - Egypt Duration: Till December 2019, with possibility of extension up to the whole duration of the initiative. The contract with the selected candidate will be finalized only after the receipt of the required authorizations provided by the Egyptian Government with special reference to Security clearances. CIHEAM Bari ensures equal opportunities, treatment and access to all candidates without discrimination of any kind. 1

2 Starting date for the assignment: As soon as possible after completion of selection process, and no later than 15 th March 2019 Nationality: Italian Languages: Italian (mother tongue); English (B2) 1. Job Summary Under the supervision of the CIHEAM Bari Headquarter, the Procurement Officer shall be responsible of the following: A. Direct Management of the procurement unit of the project: management of all the phases (from the tender dossier preparation to the contracts management) of the local and international tenders foreseen by the program B. Direct Management of the finance unit of the project: financial plan and budget follow-up, financial reporting, fund requests, cash and bank management, approval of expenses and payment of supplies and salary according to the project s rules, relationship with auditor for expenditures verification tasks C. Oversighting of the administration, accountancy and logistic unit of the project reporting at the international project coordinator D. Provide support to the Project Management Unit (PMU) E. Any other task relevant with the assignment 2. Duties and responsibilities Under the direct supervision of the CIHEAM Bari Director and/or his Delegate and in collaboration with the PMU and the local Egyptian Coordinators, the Procurement Officer shall ensure: A) Direct Management of the procurement unit of the project Ensure the application of the last version of EU PRAG procedures into all the phases of the national and international tenders Prepare the technical specifications of the tender documents in strictly cooperation with the project technical officer and experts; Leading the following phases of the international tender for agriculture machines: Publication, Evaluation, Awarding, Contracting, Coming into force of the contract, Period of Implementation of tasks; Leading the following phases of the local tender for the procurement of audit service: coming into force of the contract, Period of implementation of tasks; 2

3 In collaboration with the project coordinator, produce the program s Procurement plan for the remaining tender(s) to be launched; Ensure the smooth management of all the phases of the national and international tenders; Organize and support the short-term experts missions to Egypt with regards to the preparation of technical specifications and bills of quantity Obtain all the technical specifications related to the equipment and machineries to be purchased; drafting the bill of quantities in collaboration with the experts; Provide administrative and logistic support to the organization regarding all procurement activities, including monitoring and evaluation, after sales, verification of compliance, etc, till the end of the project Monitor on the acquisition of goods, services and works, supported by technical personnel (internal and external) Ensure the smooth and correct communication flow with all the stakeholders involved in the whole procurement process: Contractors, AICS Cairo, AICS Rome, Cassa Depositi e Prestiti (CDP), Central Bank of Egypt, Ministry of International Cooperation of Egypt, Ministry of Agriculture and Land Reclamation of Egypt B) Direct Management of the Finance unit of the project In collaboration with the project coordinator and the Admin/Accountancy unit, produce the program s Financial Plan Ensure the monthly update of the Budget Follow Up (BFU) and the continuous re-planning of the finance of the program, in coordination with the Program coordinator and with the accountancy office of CIHEAM Bari Drafting of technical and financial reports limited to his/her field of competence Leading the relationship with the contracted auditor company during the duration of the contract specifically toward the correct implementation of the project s expenditure verification and reporting C) Oversighting of the Administration, Accountancy and Logistic unit of the project Supervise the unit Admin/Accountancy and Logistic, providing support and guidance to the team in all the tasks they oversee Approve the monthly accountancy before sending the file to CIHEAM Bari accountancy office Support the team toward the reinforcement of the administrative organization of the program s office, in line with CIHEAM Bari and Donor s procedures 3

4 Supervise the inventory and its update Ensure that the team applies an efficient management of the office, effective maintenance and regular re-filling of consumables Promoting value for money, cost effectiveness and efficiency, by ensuring that the procurement procedures are properly implemented Ensuring the effective capacity building of the project staff and the PMU members Support the logistic organization of the field operations Manage the assets held by the program, in line with the program s rules and regulations Coordinate the archive of the project, including the regular filing of the correspondence Supervise the HR of the project, with specific focus on the contracts implementation and their renewal Oversight the work of the team in organizing the project s activities according the internal rules in place Validate the Framework agreement with the recurrent suppliers D) Provide support to the Project Management Unit (PMU) In accordance with the project document and work plans, the financial and intergovernmental agreements, the implementing agreement MALR/CIHEAM Bari, the procedures, the financial regulation and the personnel rules, policies, regulations and directives of the CIHEAM Bari, the Procurement Officer, in full cooperation with the international project coordinator and CIHEAM Bari project experts, shall provide the required support to the Project Management Unit (PMU) ensuring in the parts of his/her competencies at: The drafting of the procurement plans The implementation of market surveys in Italy and Egypt The management of the relations with the Egyptians and Italian agencies, donors, services providers, suppliers and contractors The management and drafting of technical and annual and final financial reports The participation in the tenders evaluation committees (works, services and supplies) related to the program The participation in the steering Committee E) Any other required task Ensure duly performance and fulfilment of other tasks relevant with the assignment and assigned by the CIHEAM Bari during the implementation of project activities to optimize synergies and support to other activities of the Italian Cooperation in Egypt 4

5 Ensure the presence in Italy during the monitoring and evaluation regular sessions at the CIHEAM Bari headquarter or MAECI-DGCS Support all the other programs of CIHEAM Bari in Egypt, in the field of Administration and Procurement Involve and interact with the Egyptian experts in all phases of the project as agreed with the PMU Facilitate the smooth coordination with CIHEAM Bari in Italy, the AICS Office in Egypt and the Egyptian and Italian authorities and institutions Organize internal workshop concerning procurement, call for tender procedures and contracts management 3. General and preferential requirements 3.1 General requirements The Procurement Officer shall have previous experiences in development sector and international cooperation projects. Degree in juridical, social and economic disciplines (Law, Economics, Political Sciences, Social Sciences) or equivalent Significant knowledge of the EU PRAG and the Italian procurement Code (DL 163/2006, DPR 207/2010 and further updates and modifications), Good organizational skills and social/personal abilities, capacities to establish and maintain constructive and long-lasting relationships; Furthermore, the candidate should have strong capacities and competences related to the management of accountancy, preparation of project periodical accounting (checkbook, archiving of financial supporting documents). Compulsory knowledge of English language (Understanding, speaking and writing), minimum level required B2. At least 3-years of proven experience in procurement management (preannouncement, tendering, management of contracts related to national and international tenders) of equipment, services and works in accordance with Italian procurement Code as well as the EU PRAG Sound knowledge of administration and finance Strong capacity of working in a multicultural team Excellent writing and reporting skills in English Excellent and proven ability to use the most common software programs (spreadsheets, word processing, presentations using slides, web browser) 3.2 Preferential requirements 5

6 Previous working experience in project implemented in the MENA region (Middle East North Africa). Previous experiences as procurement officer in projects/programmes funded by the MAECI/EU Previous working experiences in Egypt Previous experience in the field of soft loan Previous working experience with CIHEAM Bari Basic knowledge of Arabic The above mentioned preferential requirements will be considered as assets. 4. Selection procedures and remuneration A restricted Committee as foreseen by CIHEAM Bari procedures shall evaluate the compliance of candidatures. This Committee shall preselect the received CVs. Therefore, only preselected candidates may be interviewed by phone/skype and/or will be invited at CIHEAM Bari HQs for an interview. The evaluation Committee shall communicate to the CIHEAM Bari Director the result of the selection process. The contract shall be formalized only after the receipt of the financial installments, the security clearance and in conformity with CIHEAM Bari financial regulations and procedures. Remuneration shall be in Euro, including taxes and all fees and obligations. Salary shall be quantified according to the real experience of the candidate. All interested applicants shall submit the documents listed below by e- mail not later than Friday 16 February 2019 (23.59 Italian time) to the following address: cv@iamb.it Applicants are requested to specifying in the subject: Ref. n. 03/2019/SAMSIMIFA/Coop.Ita. - Vacancy announcement for n. 1 Procurement Officer. Applications without the reference above will be excluded from the selection. 6

7 5. Mandatory annexes to the Submission of applications The application is composed by the following documents: A Curriculum Vitae (Format Europass), duly filled in English and signed. The civil status, the description of academic and/or professional certificates, working/academic activities carried out and finally, title/qualification owned by candidate are considered useful to estimate his/her valuable capacities to perform the tasks (PDF format or similar). A motivation letter in English (max one page, Times New Roman Font 12) duly signed (PDF format) with the following statement: I, the undersigned, declare that to be immediately available to start the assignment in Cairo, in case I am selected. I am fully aware that contracting and taking function in Egypt shall depend on the effective release of first installment and security clearance from Egyptian Government. Furthermore, I authorize CIHEAM Bari to send my passport to the Egyptian Authorities to accomplish necessary steps for Security Clearance, freeing CIHEAM Bari by any responsibility for any delay caused by such accomplishment. The motivation letter without the above statement shall lead to rejection of the candidature. A scan of all the pages of a valid passport. A recent extract from the judicial/criminal record (scanned). The candidature shall be considered valid only if all attachments above are duly sent within deadline. 6. Safeguard clause CIHEAM Bari reserves the right not to proceed to the assignment of the position following specific information received from the Egyptian Government at any stage of the evaluation of the candidates, also in relation to conditions of security in the country. This assignment is on a temporary basis, submitted to periodically monitoring and shall not consist in a permanent job neither within CIHEAM Bari nor within the project itself. 7