TECHNICAL RESOURCE FACILITY (TRF) Job Responsibilities Position Title: Project Officer – Technical Assistance (TA) Procurement Location: Technical Resource Facility, Sindh Office, Karachi Reports to: Provincial Coordinator - Sindh Position Purpose and Summary: Responsible for: (a) ensuring, in coordination with the Technical Specialists, that consultants and firms needed for TA missions are identified, selected and contracted in a transparent and efficient way and all steps of the process are well documented; (b) seeking and disseminating appropriate security information to incoming international consultants; (c) negotiating with hotels, guesthouses and travel agencies to obtain value for money and making logistical arrangements for consultants, meetings, seminars and workshops and any other official events. The incumbent will have to work closely and cooperatively with the staff in technical and finance sections. Specific Responsibilities: 1. Procurement of Technical Assistance • Assist in updating and implement the TA procurement guidelines • Assist the provincial coordinator in identifying the suitable consultants/firms from the databases • Arrange advertisements for sourcing consultants if required, short-list candidates, and prepare the necessary documentation for interviews • Check consultants availability for assignments and negotiate fee rates based on their previous salary / fee history and level of complexity of the tasks to be performed, in consultation with the technical staff if required • Prepare consultant contracts and have them checked and approved following the prescribed procedure 2. Facilitating Technical Assistance Provision • Maintain TRF’s databases for individual consultants and firms, and develop and implement a strategy for updating them on a regular basis • Maintain a separate file for each TA documenting the TA procurement process and maintain files for correspondence with consultants • Maintain an electronic record for monitoring various stages of TA provision • Maintain and update the database on fee rates and performance of previously hired consultants • Assist in the preparation of training events, meetings, conferences and workshops, make the necessary logistical arrangements and ensure they are implemented properly, prepare documentation relating to participants, and reimburse travel expenses to participants in consultation with Finance section • Help the technical staff in preparing meeting minutes, reports and any other documents related to TA’s and disseminate them as necessary • Keep track of security advices from British High Commission and in liaison with MMP (Lahore) and any other appropriate source disseminate this information to international and national consultants, especially before they travel on official assignment • Seek security clearance for international consultants from MMP (Lahore) for their travel within Pakistan • Provide logistical support to the national and international consultants in arranging field visits and booking flights and accommodation • Monitor and track TA progress 3. Assistance in Financial Matters • Finalize and seek approval for TA budgets • Prepare and seek approval for event budgets • Negotiate in coordination with operations department with hotels and guesthouses which are security cleared for obtaining concessional and corporate rates • Review and check consultant fee invoices, vendor invoices and expense claims against TA budget and get approval from technical staff for onward submission to Finance • Ensure closure of TA file in consultation with Technical and Finance sections 4. Other Responsibilities • Undertake other related activities assigned by the International Finance and Procurement Specialist or the Team Leader • Contribute to quarterly and annually progress report, if required Person Specification: Qualifications: Master’s degree, from a university recognised by the Higher Education Commission of Pakistan, in business administration, human resources or any other relevant discipline with experience in procurement of services Experience: Four years experience in a responsible role dealing with the key aspects of consultant procurement including salary / fee negotiations, management of TA logistics especially organising large meetings, workshops and seminars, preparing and scrutinising TA budgets, and developing systems for monitoring TA progress Skills: Excellent, proven interpersonal and communication skills in dealing with individuals with diverse educational and cultural backgrounds; ability to handle competing tasks simultaneously; good computer skills in the use of MS Office and knowledge of database management; and outstanding ability to communicate in English (oral and written).
Posted on: Sat, 27 Jul 2013 00:09:39 +0000
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