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Short Term Technical Assistance - eProcurement Expert

Job Description – Short-Term Technical Assistance (STTA)

Company Background: The Kaizen Company is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice that facilitate peer-to-peer learning and the achievement of shared goals.

We leverage existing knowledge, technology, and new media, and local peer networks to support local reforms. Since our inception, we have provided support to more than 100 government, private-sector, and non-profit organizations in markets worldwide. We have created solutions that achieve outcomes across a broad range of sectors including education, governance, economic growth, environment and water, energy, and global law enforcement.

Description of Activity: Kaizen is implementing the United States Agency for International Development (USAID) 5-year system strengthening activity for three Regional Intergovernmental Organizations (RIGOs) in East Africa: The Common Market for Eastern and Southern Africa (COMESA); the East African Community (EAC), and the Intergovernmental Authority on Development (IGAD). The aim of the RIGO System Strengthening activity (RIGO-SSA) is to achieve a demonstrable, evidence-based improvement in the organizational systems of COMESA, EAC, and IGAD. The priority systems are the following: financial management, performance management, including monitoring and evaluation (M&E), strategic planning, and donor coordination.

Name of Position: Short Term Technical Assistance - eProcurement Expert

Duration: The assignment is expected to start in April 2021 and is estimated to take no more than 60 days level of effort spread over four months. 

Description of Position: The eProcurement Expert will lead the implementation of a web-based e-procurement solution for IGAD that meets international procurement standards and best practices.  S/he, as a technical lead and systems developer and implementer, is expected to work with all the key stakeholders to ensure the successful completion of eProcurement assignment. The specific terms of reference, including expected deliverables for the eProcurement Expert   are described in the annex that follows.

The Consultant will report directly to the Chief of Party and work closely with RIGO SSA Team Leads and all RIGO technical teams. Specifically, she/he will work with the relevant procurement, finance, the planning, budgeting, and monitoring teams in IGAD. She/ he will endeavour to complete the work within the contractually agreed timelines and quality expectations.    

Qualifications and Experience

The Consultant is required to meet the following criteria:

  1. Bachelor’s degree in computer science or related.
  2. Prior experience in the development of at least one procurement system.
  3. Minimum of five (5) years’ experience in ICT Application Development. 
  4. Experience in ICT Training.

Application Requirements

Qualified applicants should submit a resume/CV outlining their qualifications and suitability for the assignment, including a one-page proposal, demonstrating their understanding of the Terms of Reference and their methodology in undertaking the task as well as the contact details of three references. Applications are due April 2, 2021. Applications will be reviewed on a rolling basis, and only finalists will be contacted.

 

ANNEX: IMPLEMENTATION OF E-PROCUREMENT SYSTEM AT IGAD

  1. About IGAD

The Intergovernmental Authority on Development (IGAD) is a regional economic community (REC) in the Eastern Africa region comprised of eight member states namely, Djibouti, Eritrea, Ethiopia, Kenya, Somalia, South Sudan, Sudan, and Uganda. IGAD is one of the eight sub-regional economic communities recognized by the African Union as the building blocks of Africa’s continental integration. 

The organization was established in 1986 as Intergovernmental Authority on Drought and Development (IGADD) to address the severe and rampant droughts that ravaged the Horn of Africa region. In 1996, the organization was revitalized and renamed the Intergovernmental Authority on Development (IGAD). Its mandate was expanded to incorporate a broad development agenda incorporating three priority areas:

  • Food security & environment protection. 
  • Economic cooperation and social development; and
  • Peace and security.

Over the years, IGAD has grown as an institution and it is widely recognized as a key player in the geo-political and economic dynamics of the region. The IGAD Secretariat, which is organized into 6 divisions, is based in Djibouti City, Djibouti. IGAD’s overall mandate is carried out by twelve specialized institutions and program offices located in the Member States.

  1. Context of the Assignment

IGAD has embarked on a rigorous reform process driven by digital transformation of the organization in order to accelerate regional integration and achieve high levels of efficiency and productivity. In this regard, IGAD wishes to implement an e-procurement system to automate the procurement process starting from requisitioning, approval, request for bids, evaluation, contract management, delivery, and inventory management.

The purpose of the assignment is to implement a web-based e-procurement solution that meets international procurement standards and best practices. The solution should comply with IGAD procurement manual and integrate with existing identity management systems. The issuance of purchase orders, receipt of goods, invoice matching and payments is done using Infor SunSystems financial management software. Therefore, the e-procurement system is expected to automate the early stages of the procurement process as well as contract management.

Currently, IGAD uses a manual procurement requisition form to initiate the procurement process.  The form is filled by the user, then submitted to accountant for budget check, and finally submitted to Director of Administration and Finance for final approval. The procurement requisition form captures the unit/division initiating the request, the type of procurement (goods, works, services), budget year, description of items and quantity, and estimated budget. The form also captures the source of fund, the activity description, and the activity code as per the approved budget. Once the form is approved, it is then submitted to procurement unit for processing.

The manual requisition process is inefficient, involves a lot of paperwork and it is difficult to track and report on the progress. Therefore, IGAD wishes to automate the procurement requisition process using a workflow and tracking system, to capture all the details required in the manual requisition form, and adopt best procurement requisitioning practices and standards.

The requests for quotations/bids are usually submitted by email and it is difficult to track and manage the requests from the influx of mails in the procurement mailbox. Therefore, the e-procurement system is expected to provide a feature of submitting the requests for quotations/bids to the suppliers. In this regard, the system is required to maintain a list of pre-qualified suppliers, categorized by services offered. Once a requisitioning request is approved, the procurement staff can request for quotations directly through the e-procurement system for ease of tracking. The system should also enable the procurement staff to choose the procurement method applied for the request.

  1. Objectives of the Assignment

The overall objective to automate the requisition component of the procurement process at IGAD to reduce paperwork and errors that arise from the manual tabulation of entities and calculations.

  1. Scope of the Assignment

The following is the scope of the assignment:

  1. Conduct an in-depth assessment of the current requisition manual system at IGAD.
  2. Conduct an in-depth assessment of user requirements for an automated requisition function.
  3. Design and develop an automated requisition function of the procurement process whose key features are:
  • Management of for direct submission of bids from suppliers either electronically or manually.
  • Detailed recording of all bids.
  • Enforcement of submission deadlines.
  • Evaluation facility for the submitted offers.
  • Data capture of the requisition form.
  • Management of requisition approval process. 
  • Issue notification of Awards for the selected suppliers.
  • Provision of a facility to upload documents. 
  • Provision for document repository.
  • Provision for transaction compliance to defined requirements.
  • Management of notifications for approvals.
  • Provision for relevant reports
  1. Conduct staff training.
  1. Deliverables

The key deliverables and estimated timing are described in the following table:

  1. Inception Report.
  2. User Requirement and Technical Specifications
  3. Develop and Install e-requisition module.
  4. Acceptance Testing Report.
  5. Training Report- technical, user and management documentation.
  6. Commissioning and Handover Report.

Proposed Schedule for IGAD PBMS expansion to include e-Procurement Assignment.

Assignment Milestone and Deliverable

No

Days

April

May

June

July

 

Deliverable

1

2

3

4

1

2

3

4

1

2

3

4

1

2

3

4

a.

Contract Signature

0

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

 

b.

An inception report

5

 

 

 

x

 

 

 

 

 

 

 

 

 

 

 

 

c.

User Requirement and Technical Specifications

15

 

 

 

 

 

 

x

 

 

 

 

 

 

 

 

 

d.

Develop and Install e-requisition module

15

 

 

 

 

 

 

 

 

 

 

x

 

 

 

 

 

e.

Acceptance Testing report,

15

 

 

 

 

 

 

 

 

 

 

 

 

 

x

 

 

f.

Training Report – technical, user and management documentation

5

 

 

 

 

 

 

 

 

 

 

 

 

 

 

x

 

g.

Commissioning and Handover Report

5

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

x

Total

60

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                      

 

At The Kaizen Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. The Kaizen Company is an equal opportunity employer.

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