Kenya Petroleum Technical Assistance Project (KEPTAP) Jobs in Kenya

Kenya Petroleum Technical Assistance Project (KEPTAP) Jobs in Kenya

Republic of KenyaMinistry of Energy and Petroleum
Following the successful discovery of crude oil and natural gas in the country’s sedimentary basins and on the basis of the current heightened interest in petroleum exploration activities, there exists promising prospects for more discoveries in the country’s four sedimentary basins of Lamu, Mandera, Anza and Tertiary Rift.
The Ministry of Energy and Petroleum ¡n collaboration with the World Bank has rolled out the Kenya Petroleum Technical Assistance Project (KEPTAP) for Capacity Building in the Oil and Gas sector to enable the country to prudently manage its petroleum resources and revenues there from, in order to make it possible for Kenyan citizen and the country at large to benefit from the resources along the whole value chain
1. Procurement Specialist for the Management
The Ministry would therefore like to recruit a Procurement Specialist for the Management of the Procurement requirements for the KEPTAP on the following terms of reference:
Responsibilities and Tasks

Prepare (or revise) the procurement sections of the project’s Operational Manual;

Semiannually update the procurement plan for respective component as well as consolidated procurement plan for the project and ensure that procurement is carried out in good agreement with the Procurement Plan and World Bank Guidelines;

Prepare documentation for the procurement of goods, works and consulting services

Review and finalize technical specifications for goods and works (if any) and Terms of References for consulting services.

Select and apply relevant procurement methods for procuring required items.

Prepare invitations to bid for the supply of goods and request for proposals for consulting services and obtain clearances from the World Bank when applicable

Prepare and publish General Procurement Notices and Specific Procurement Notices.

Identify sources of supply and facilitate activity of the potential vendors.

Keep and up-to-date lists of the potential suppliers and consultants and a list of disqualified vendors.

Support and guide procurement specialists in other PITS on all necessary procurement operations

Participate in the selection of vendors.

Inform and instruct evaluation committee members on the World Bank rules and procedures (eligibility criteria, absence of conflict of interests, evaluation criteria, etc).

Conduct bid openings according to the World Bank Procurement Guidelines.

Receive and participate in evaluation and comparison of bids for the supply of goods and works and expressions of interest / proposals of consultants.

Prepare evaluation reports, including recommendations of contract awards, and monitor receipt of necessary clearances from the World Bank.

Prepare contract documentation for signing by contract parties.

Maintain a filing system for keeping all procurement documentation and make procurement information available to the established authorities upon request.

When and as required, provide Project staff explanation of the World Bank procurement procedures.

To accept/perform any other responsibilities/tasks reasonably associated with the position but not listed in this Terms of Reference.Authority
AutonomyThe Project Procurement Specialist reports directly to the Project Manager.
Key Contacts / Relationships
Internal Project Coordinator, Project Finance Specialist and MEP Procurement and Finance Department.
External Vendors, relevant World Bank staff. Working Conditions
Based at the Ministry of Energy and Petroleum in Project Management Unit Office, Nairobi;
Exceptionally the Procurement Specialist may be required to work more than usual office hours including weekends or holidays
Duration of the Assignment

Procurement Specialist will perform the assignment under the present T0R based on the labor contract concluded with him/her by the Project Coordinator.

The contract will be for one year, renewable, subject to satisfactory performance.Qualification and Key Competence
Required

University degree;

Practical experience in handling large scale procurement;

Acquaintance with World Bank procurement principles and procedures;

Knowledge in Government procurement procedures - Public Procurement & Disposal

Act and Regulations.

Advanced knowledge of written and spoken English;

Computer literacy in MS Office and Internet applications;

Formal training in procurement under World Bank loans/credits.Desired

Experience of working in Petroleum;

Excellent communication skills;

Excellent organizational skills and attention to details;

Advanced interpersonal skills and ability to form and maintain cooperative working relations with colleagues.2. Vacancy: Financial Management Specialist
The Ministry would therefore like to recruit a Financial Management Specialist for the Management of the KEPTAP funds on the following terms of reference:
Responsibilities and Tasks

Ensuring effective operation and maintenance of the project financial management system;

Ensuring that the project financial management and accounting procedures and routines as detailed in the Project Financial Management Manual are compiled by the

PlU staff and subcontractors i.e., cash and bank books, Chart of Accounts, journals, various ledgers, trial balance, voucher formats, standard internal checks/controls such as delegation and separation of duties, authorization of transactions, physical custody of assets, periodic and regular reconciliation, etc.;

Implementing the system for preparation of short and long term financial forecasts based on projected work programs and actual performance;

Expensing of funds, processing and maintenance of all financial records of the Project;

Monitoring the progress of all Project Sub-Components in order to regularly update budget forecasts;

Participating in the elaboration of the Project financial plans;

Monitoring the Project preparation and implementation expenditures and costs;

Preparation of the contract payment terms and all financial arrangements, purchase orders and other financial documents (together with Project Coordinator),

supervision of their conformity with project preparation and implementation requirements and project budgets;

Revision of proposed financial arrangements in all bidding documents and contracts prior to their submission for the approval of the World Bank and other institutions;

Preparation of all disbursement requests from special accounts and submit them for signature to the persons entitled to sign disbursement requests for withdrawal from the special accounts;

Overseeing the special bank accounts operations;

Preparation and submission of the Statements of Expenditure to the authorized signatories;

Preparation of all regular financial reports required by the World Bank and other project related institutions;

Submitting financing plans and proposed changes in project budget to the Project Coordinator, and the World Bank for approval;

Participating in organization of project audits and preparation of requisite information for project audits.

Updating of project accounting documents/ ledgers (e.g. purchase orders, cash receipt book, etc.);

Maintaining the fixed asset register;

Preparing the fixed asset spreadsheet including calculating depreciation;

Preparation of source documents (receipts, invoices, etc,);

Updating cash receipts and disbursements book, petty cash disbursements listing.

Manage all PIT accounting activities in accordance with International Accounting Standards and World Bank requirements

Review information technology issues including computerization of accounting records;

Ensure payments are made to suppliers, contractors and consultants in timely manner and in accordance to contract agreements;

Prepare quarterly Project Management Reports (PMR5) and annual Project Financial Statements for the Ministries and the World Bank (quarterly PMR5 will include financial reports, progress report and procurement management report); and arrange for audits in a timely manner.Authority
Autonomy The Project Financial Management Specialist reports directly to the Project Coordinator.
Key Contacts/Relationships
Internal Project Coordinator, Project Procurement Specialist and MEP Finance Department.
External Vendors, relevant World Bank staff. Working Conditions
Based at the Ministry of Energy and Petroleum in Project Management Unit Office, Nairobi;
Exceptionally the Financial Management Specialist may be required to work more than usual office hours including weekends or holidays
Duration of the Assignment

Financial Management Specialist will perform the assignment under the present ToR based on the labor contract concluded with him/her by the Project Coordinator.

The contract will be for two (2) years, renewable, subject to satisfactory performance.Qualification and Key Competence
Required

Degree in Business with specialization in Accounts or Finance Professional qualification in Accountancy - ACCA, CPA (K)

Practical experience of over 3 (three) years in handling financial aspects of a donor funded project preferably World Bank

Acquaintance with World Bank disbursement manual

Knowledge in Government Financial Management and Accounting procedures

Computer literacy in Ms Office, Excel and Internet applications

Formal training in Financial Management under World Bank loans /creditsDesired

Excellent communication skills in written and spoken English

Excellent organizational skills and attention to details

Advanced interpersonal skills and ability to form and maintain team work relations with colleaguesSubmit your completed form and detailed CV to Nyayo Hse 24th1 floor at the Tender Box
Principal Secretary
Ministry of Energy and Petroleum
Nyayo House - off Kenyatta Avenue
P. O. Box 30582-00100
Nairobi
The deadline for submission of forms and CVs will be 30th September, 2014.