2 Jobs at Lilongwe Water Board , July 2017

Lilongwe Water Board, a statutory under the Malawi Government, is responsible for the supply and distribution of quality potable water to the residents of the City of Lilongwe. The Board is inviting applications from suitably qualified candidates of Malawi origin to fill the following vacant positions tenable at its Head Office, Madzi House, Off Likuni Road, in Lilongwe.
Reporting to the Corporate Services Director, the Human Resource Manager will be responsible for
  • Developing and reviewing Human Resource policies, strategies, work plans and budget and creating appropriate working environment in the Division and Board;
  • Planning, organizing, directing and coordinating implementation of HR services and related operational, administrative, organizational and cultural activities in accordance with good practice and legal provisions;
  • Identifying and mobilizing resources for HR programs for the furtherance of the objectives of the Board;
  • Controlling the Board’s approved and authorized establishment;
  • Conducting training needs analysis annually and developing a training plan to meet staff training and development needs for good job performance;
  • Coordinating training issues in liaison with training committee;
  • Administering performance and reward management systems, processes and procedures;
  • Developing and maintaining database of staff records;
  • Providing professional HR related advice/support to the Board;
  • Supervising and appraising the Senior Human Resources Management Officer;
  • Providing informative management reports on the performance of the Human Resources function;
  • Coordinating the handling of the industrial relations matters;
  • Demonstrating outstanding commitment to service delivery programs of the Board by personally identifying and reporting water bursts/ leakages to customer care Division of which verifiable repairs records shall be tendered to be used as one of the components for assessment during one’s performance appraisal time;
  • Coordinating pension administration of the Board;
  • Applicants must have a minimum of a Masters Degree in Human resources Management/Business Administration / Public Administration or any related field with at least three (5) years experience at Human Resource Management Office level.
Reporting to the Chief Executive Officer, the Procurement Manager shall be responsible for correct interpretation and application of Government of Malawi and Development Partners’ guidelines and procedures on the Procurement of goods, works and consulting services financed by both the Lilongwe Water Board and Development Partners.
1. Specific Duties and Responsibilities
  1. Establish a procurement management system for the Board based on the guidelines and procedures for the conduct of procurement under donor funded projects and government regulations for the procurement of goods, non-consulting services and consultancy services;
  2. Providing advice on all procurement related issues during preparation of corporate budgets;
  3. Preparing, maintaining and updating annual procurement plans, work plans and cash flows for all procurement activities;
  4. Managing Procurement and logistics to ensure timely provision of resources and services to facilitate efficient implementation of the activities in accordance with implementation schedules;
  5. Presiding over bidding procedures and participating in bid /proposal opening sessions, bid and proposal resolutions, pre-bid conferences, etc and ensuring that the appropriate guidelines are followed to arrive at the recommendations for award of contracts;
  6. Providing advice to and assisting management and heads of division in understanding procurement of goods and works including drafting of specifications, test requirements and cost estimation and consultancy services including drafting of Terms of Reference (required score, duration, and reporting and personnel requirements) and cost estimation;
  7. Drafting documentation for procurement processes (Specific Procurement Notices, Letters of Invitations, Bidding Documents, and Request for Proposals, minutes of the Evaluation Committees Evaluation Reports, Contracts and Award Notice) in compliance with the guidelines and procedures;
  8. Carrying out shopping for services and supplies;
  9. Coordinate the response to procurement inquiries and communicate the result of the evaluation processes to the applicants in response to the guidelines;
  10. Monitor and ensure timely responses to procurement questions raised by the World Bank. For services, follow-up with the shortlisted consultants within 10 days of RFP dispatch, to ensure their participation in the selection exercise,
  11. Superintend over procurement clarification meetings (if any) and develop clarifications/ amendments to procurement documentations (if needed);
  12. Participate In selection of Evaluation Committees and assume the role of the Committees’ secretary in the recording of the minutes of meeting;
  13. Prepare the minutes of the Evaluation Committee meetings and prepare the requests for “no objection ‘ and coordinate and participate in contract negotiation process where necessary;
  14. Prepared draft and final contracts, and ensure timely distribution of all relevant procurement and contract documents to relevant stakeholders,
  15. Ensure timely receipt the goods and consultant’s status reports, confirming acceptability of the goods delivered, and also acceptability of consultants reports as reviewed, and recommending payments to the service providers as they become due;
  16. Establish a performance monitoring database for all suppliers and consultants and ensure efficiency and timeliness in the delivery of outputs from the service providers;
  17. Regular monitoring of procurement across the Board and problem-solving as needed including regular updates on problems experienced and on changing needs for specific types of advice;
  18. Establish and maintain a central procurement filling system (both electronic and manual), and ensure all related documents are included in the respective files, to ensure ease of retrieval of information and the ease of following the trail of procurement by independent external auditors or authorized agents;
  19. Advising the Board on processes for disposal of un-required stores and equipment including actual disposal in line with the Board’s Asset Disposal Policy;
  20. Providing training and capacity building needs of procurement staffs of the Board and other identified stakeholders to ensure long-term sustainability of the outcomes, with a view of strengthening staff capacities and skills, filling skills gap and also support institutional strengthening;
  21. Providing advice, mentoring, coaching and providing on-the-job training for relevant procurement staffs in the Board, and advise them to plan and execute all stages of the procurement cycle in accordance with national procurement procedures;
  22. Monitoring and participating in Contract Management including the processing of payments, physical inspection and testing, receipt and transfer of the goods to the client, submission of consultants’ reports and closing of respective contracts;
  23. Providing procurement advisory services as and when needed;
  24. Participating in procurement audits and reviews of the Board, and keep records,
  25. Supervising all procurement staff within the Board and assign tasks to them as and when necessary;
  26. Working with relevant managers to identify their procurement needs under the Board and help them manage the procurement planning and execution process in timely way;
  27. Assisting in dealing with claims, bid challenges and litigations relating to contracts and procurement;
  28. Developing and implementing a robust procurement monitoring system and follow up mechanisms to ensure that procurement activities are carried out as planned; identify any deviations and take appropriate actions and submit regular periodic procurement reports to the CEO;
  29. Initiate appropriate quality assurance procedures to the procurement function of the Board;
  30. Preparing consolidated Procurement Reports and contributing to the Board’s reports
2. Reporting, Communication and Time Schedules
  1. The Head of Procurement shall report directly to the CEO and will prepare monthly, Quarterly, Semi-Annual and Annual procurement reports (or for any period as necessary) as inputs into the Board’s reports and, in addition, prepare other procurement reports, as and when needed.
  2. Emphasis will be placed on highly effective, regular and detailed communication with the CEO and relevant directors;
  3. She/he will be required to assess technical skills transfer to the Counterpart staff; She/he is expected to report and analyze all problems experienced with procurement so that remedial and capacity building actions can be promptly taken;
  4. She/he shall make input into reports prepared by the staff as needed;
Qualifications, Experiences and Competencies
  1. Minimum BSc In Engineering or Procurement from reputable university with minimum of 10 years of experience in public procurement practices and procedures, 5 of which must have been served as Procurement Specialist or Procurement Manager or Procurement Consultant;
  2. Minimum of 5 years of experience in handling, managing or overseeing international procurement for World Bank Funded or similar assignments:
  3. Membership in a recognized procurement-related institute, such as CIPS or ISM,-
  4. Knowledge of/experience with ODPP, World Bank/other international development organizations;
  5. Good knowledge of the institutional, technical, and commercial aspects of procurement;
  6. Experience in delivering trainings and capacity building programmes at international level:
  7. Demonstrated high experience in contract management at managerial level;
  8. Fluency in spoken English and ability to write lucid reports and documents in English is required;
  9. Strong organization skills and ability to work in a team-oriented, dynamic and diverse environment,
  10. Proven track record in working effectively within multidisciplinary teams, recognize the value of sharing ideas, knowledge and information with others and takes personal responsibly for doing so;
  11. Excellent Interpersonal skills, sound judgment, communication skills, training experience, ability to identify and resolve policy and operational constraints;
  12. Demonstrated computer skills, knowledge of Microsoft Office Suite especially, Word, Excel, and PowerPoint;
  13. Demonstrated capacity for initiative and efficient decision making with competent analytical and problem solving skills;
  14. Ability to plan and organize effectively and build alternative actions Into plans, deploying resources effectively and reviewing priorities;
  15. Recognition and respect of peers, and a demonstrated ability to interact effectively and collegially with peers at all levels;
  16. Demonstrated ability to work effectively in a mentoring role;
  17. Demonstrated ability to communicate ideas and analyses clearly and tactfully, both orally and in writing;
  18. Demonstrated ability to assist and support the development of useful procurement processes and procedures effectively;
  19. Demonstrated ability to adapt to challenges and changes in the workplace.
4. General Information
  1. Competitive salaries and conditions of service will be offered to the successful candidate.
  2. Employment will be on full time basis, and contracts will be for three years subject to annual review with a possibility of renewal.
  3. The performance criteria that will be used to assess the performance of the of the Procurement Manager at regular intervals and based upon which the contract may be continued or terminated is the effectiveness, efficiency and quality of delivering on the Scope of Services, Duties and Responsibilities and Deliverables of the assignment.
All interested persons who meet the above requirements should submit their applications accompanied by up-to-date Curriculum Vitae and supporting documents (Note: do not send original certificates) with the names and addresses of three traceable referees one of which should be the last or current employer not later than 14th July, 2017 and also indicate the position applied for on the envelope to:
The Chief Executive Officer, Lilongwe Water Board, P.O. Box 96, LILONGWE.
Please note that only shortlisted applicants will be acknowledged.

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