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Administrative Assistant: Procurement (Fixed Term Contract Basis) - Ministry of Lands, Agriculture, Fisheries, Water and Rural Development

Location: Harare
Hiring Organisation: Ministry of Lands, Agriculture, Fisheries, Water and Rural Development
Alert: Application Deadline Expired

Job Description

Smallholder Irrigation Revitalisation Programme (SIRP) 

The Smallholder Irrigation Revitalisation Programme (SIRP) is a seven (7) year project running under the Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement with co-funding from the International Fund for Agricultural Development (IFAD) and the Opec Fund for International Development (OFID). The aim of the programme is to achieve food and nutrition security, and ensure that smallholder communities are resilient to climate change effects and economic shocks by enhancing household's production, productivity and income levels as well as improving access to agricultural markets and financial services. To achieve this, SIRP through a Programme Coordination Unit (PCU) is:

  • Rehabilitating designated irrigation infrastructure
  • Promoting improved small holder irrigation management
  • Promoting good agricultural practices
  • Improving market access and rural financial services, and
  • Enhancing capacity for irrigation development and market-led production. 

Objective: To provide administrative assistance in general programme procurement, implementation and management and day-to-day liaison with counterparts.

Output: Assisting the Procurement Specialist in the daily procurement processes, sourcing procurement documents, including drafting correspondence, taking of minutes, filing of all procurement related documents and contracts and related tasks.

Reports to: The Administrative Assistant: Procurement carries out his/her functions under the direct supervision of the Procurement Specialist. 

Duties and Responsibilities

  • Assist the Procurement Specialist to consolidate requests for procurement of goods, works, technical and consulting services
  • Assisting the Procurement Specialist in reviewing the submitted procurement packages (documents) from the requesting departments for conclusions of contracts with selected vendors /suppliers and preparing draft approvals for conclusion of contracts
  • Ensuring that procurement of goods, civil works and services under the OFID loan and IFAD Grant Agreements are implemented in accordance with the provisions of the Loan and Grant Agreements, IFAD Project Procurement Guidelines, and SIRP procurement Manual and PIM
  • Assisting the Procurement Specialist in keeping an effective system for monitoring of procurement process and contract implementation on behalf of the PCU (recording the dates of all-important approvals, contract awards, amounts etc.) as well as an adequate system record keeping system to ensure quick finding of procurement information
  • Assisting the Procurement Specialist in preparing: procurement documents (e.g., invitations to bid, standard bidding documents, bid clarification and eventual amendments, bid evaluation reports, etc.); obtain timely relevant approval for procurement documents
  • Assisting the Procurement Specialist in organizing and help managing pre-bid conferences; conduct the bid opening process and prepare the minutes of bid opening; in due time for bid evaluations, organize and support evaluation committees; ensure proper documentation of committees' deliberations and findings; ensure timely approval by the Programme Coordinator recommendations (including, as appropriate, PS review) and of prospective contracts., review the draft contract and obtain "no objection" for evaluate on reports and draft contracts from the IFAD
  • Assist the Procurement Specialist in tracking Progress of procurement activities against the plans set forth in the Procurement Plan; highlight variations in progress, record reasons and identify remedial actions; report this to the Procurement Specialist on a monthly basis
  • Maintain regular communication with Procurement Specialist to ensure that procurement tracking information is well coordinated with other Programme planning, Programme budgeting and other Programme financial reporting information
  • Be responsible for day-to-day Procurement correspondences, information sharing and filing ensuring that appropriate follow-up actions are taken. Assist in preparing evaluation reports, annual Programme reports, and update projects files. Prepare minutes of Procurement Meetings. Prepare all documentation for contract issuance
  • Perform other duties as determined by the Procurement Specialist. 

Qualifications and Experience

  • University degree in BusinessAdministration, Purchasing and Supply or any other related field.
  • At least 5 years of administrative assistance experience, with preferred experience in providing assistance in Procurement, Programme coordination and implementation in other projects.
  • Procurement Experience is regarded as an asset.
  • Fluency in written and spoken English
  • Computer literacy (Microsoft Office is essential)
  • Professionalism - Demonstrated ability to manage processes and maintain accurate records.
  • Ability to work independently and to maintain flexibility in working hours
  • Planning and Organising - Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner
  • Demonstrated ability to coordinate tasks to meet deadlines
  • Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
  • Demonstrated ability to develop and maintain effective work relationships with counterparts.
  • Communication -Ability to write in a clear and concise manner and to communicate effectively orally. 

How to Apply

Interested applicants meeting the job requirements should direct their applications in triplicate consisting of the cover letter, Curriculum Vitae and certified copies of academic and professional qualifications to: The Chief Director Human Resources, Ministry of Lands, Agriculture, Fisheries, Water and Rural Development, No. 1 Liberation Legacy Way, Ngungunyana Building, Private Bag 7701, Causeway, Harare. 

NB: Eligible female candidates are encouraged to apply. Only shortlisted qualified applicants will be contacted and considered for the interviews. Closing date for receiving applications is at the close of business hours on 23 December 2022 

Alert: Application Deadline Expired

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