Administrative Assistant || Ministry of Lands, Agriculture, Fisheries, Water and Rural Development

  • Harare

Ministry of Lands, Agriculture, Fisheries, Water and Rural Development

DUE : 23 DEC 2022

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

REQUIREMENTS
University degree in Business Administration, 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.

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.