Procurement Officer at Lake Victoria Fisheries Organization (LVFO)

Lake Victoria Fisheries Organization (LVFO)

Lake Victoria Fisheries Organization (LVFO) is an institution of the East African Community (EAC) charged with the management and development of fisheries and aquaculture. It was formed by a Convention in 1994 with major amendments in 2016. It is accommodated under Article 9.3 of EAC Treaty and registered as a Regional Fisheries Management Organization (RFMO) under the FAO UN Charter CAP 102. The overall objective of the LVFO is to promote sustainable management and development of the fisheries and aquaculture in order to contribute to food security and economic growth in the EAC region. The 2016 amendment to the Convention that established LVFO expanded her mandate and scope to cover among others issues of fish quality, trade, and marketing. In addition, as EAC Partner States submit their instruments of accession to the Repository (FAO) and join the Organization, the number of main stream and project staff increases. Against this background, LVFO Secretariat is seeking to recruit competent staff for the position of Procurement Officer to strengthen the Organization, to deliver on her mandate.

A. Purpose of the role 

To manage and maintain an effective, efficient and value for money procurement and disposal unit – ensuring the development, implementation and monitoring of policies and procedures meet national and International standards in a manner that demonstrates Transparency and Accountability and that quality service is delivered to the internal and external customers.

B. Duties and responsibilities

1. In consultation with the User Departments, review LVFO’s Annual work plan so as to compile/consolidate the LVFO’s Annual Procurement Plan;A
2. Implement and monitor LVFOs Annual Procurement Plan;
3. Spearhead and guide the formulation of procurement policies, guidelines and procedures in order to make recommendations for improvement;
4. Monitor implementation and compliance with the EAC Procurement Manual and all other procurement regulations;
5. Initiate and manage the tendering process in a transparent manner resulting in value for money for LVFO;
6. Conduct market surveys to identify supply sources, and establish a data bank of registered suppliers for LVFO;
7. Receive, review and process purchase requisitions from User Departments; ensure that purchase requisitions have clarity, adequate specifications, for bidders to be able to respond to the tender/quotation appropriately. Group the requests into homogeneous categories and identify sources of supply;
8. Assist User departments to draw Specifications and Terms of Reference right;
9. Consolidate and prepare recommendations for award of tenders/quotations, and initiate draft notifications of awards for and regret letters;
10. Provide Logistical support for meetings and travel requests;
11. Set and maintain an accurate procurement filing and record system for all procurement transactions for future reference;
12. Ensure that all Contractors/Service Providers have authorized and signed Contracts stipulating their Terms of Reference and their obligations for good performance;
13. Preparing electronically generated Local Purchase Orders/Contracts for the service providers
14. Expeditiously follow up supply of goods and services and forward certified invoices to Accounts for payment;
15. Take the lead in the development of an Asset Disposal Plan and ensuring that LVFO’s disposal processes are managed in a transparent manner;
16. Perform any other duties as assigned by Management from time to time

C. Relevant qualifications and experience and competences

    1. Academic and Professional qualifications:

     2. Work experience and knowledge:

3. Key Competencies

D. Conditions of employment

The Contract period is for five (5) years renewable once upon satsfactory performance. The first term is subject to a six (6) months’ probation, before confirmation upon satisfactory performance.

E. Eligibility

Eligibility is restricted to candidates from EAC/LVFO Partner States (The Republics of Burundi, Kenya, Uganda and the United Republic of Tanzania).

F. Language requirement

Proficiency in English language is a necessary requirement.

G. Remuneration

An attractive salary package at EAC P1 scale including monthly Housing and Transport allowance.

H. Fringe Benefits

In addition, this post offers attractive fringe benefits including an installation allowance paid once, plus gratuity paid monthly, a personal medical Insurance, and personal accident insurance cover.

H. Age requirement

Must be preferably not more than 55 years’ old