Job opportunities at East African Community (EAC), Tuma Maombi kabla ya 5/8/2019

EAST AFRICAN COMMUNITY

EMPLOYMENT OPPORTUNITY UNDER THE EAC STATISTICS DEVELOPMENT AND HARMONIZATION REGIONAL PROJECT

The East African Community (EAC) is the regional inter-governmental organisation of the 6 Partner States, namely the Republics of Burundi, Kenya, Rwanda, South Sudan, the United Republic of Tanzania, and the Republic of Uganda, with its headquarters in Arusha, Tanzania. The EAC mission is to widen and deepen economic, political, social and cultural integration to improve the quality of life of the people of East Africa through increased competitiveness, value added production, trade and investments. To achieve these objectives, the key building blocks are the Customs Union, Common Market, Monetary Union and ultimately the Political Federation. The EAC started a fully-fledged Customs Union in January, 2010 and implementation of the Common Market in July, 2010 while the East African Monetary Union Protocol (EAMU) was signed in November 2013 and is under implementation.

The EAMU Protocol, among others, requires the Partner States to develop and adopt common methods, concepts, definitions and classifications for compiling, analysing and disseminating the statistics necessary for the proper functioning of the Monetary Union, while observing internationally accepted best practices. To support implementation of this requirement, the EAC Secretariat has secured a grant from the World Bank to implement a 5-year Project, the EAC Statistics Development and Harmonization Regional Project (EAC/Stat-DHRP). The objective of this project is to develop the statistical capacity of the EAC Statistics Department and the National Statistical Offices (NSOs) to produce harmonized and quality statistics necessary for planning, implementing, and monitoring the EAC integration agenda.

The Secretariat therefore invites applications from highly motivated and result-driven professionals who are citizens of EAC Partner States to apply for the project position tenable at the EAC Secretariat detailed below.

POSITION: PROCUREMENT SPECIALIST
(REF: EAC/HR/2018-2019/04)
Job Grade equivalent: P2
Job reports to: Project Manager

Job Purpose: Develop and implement a cost effective procurement management system for the EAC StatDHRP, including procurement plans in accordance with the World Bank Procurement Regulations (WB Procurement Regulations), while observing EAC internal approval processes.

Duties and responsibilities

The duties and functions of the Procurement Specialist will include, but not limited:

• Set up systems for procurement planning, implementation, monitoring and documentation for the EAC StatDHRP as per required standards;
• Carry out tendering processes for procurement of goods and services in accordance with the WB Procurement Regulations and EAC internal approval procedures;
• Initiate, preparation and update procurement plans in consultation with the EAC StatDHRP Core Project Team;
• Advise the project team at all stages of procurement process to ensure timely implementation of project activities;
• Ensure procurement activities are carried out in accordance with the provision of the grant agreement and the Project Appraisal Report;
• Guide and coordinate the collection of inputs for preparing terms of reference (TORs), technical specifications, request for proposals (RFP) and bidding documents;
• Advise the evaluation committee members in the evaluation of the bidding documents and proposal in accordance with the WB Procurement Regulations;
• Prepare evaluation reports and recommendations for contract awards, technical evaluation reports and combined evaluation reports, including obtaining the necessary EAC internal clearances and WB’s no-objection;
• Coordinate and administration of preparation and issuance of General Procurement Notice (GPN), requests for Expressions of Interest, advertisements of bid opportunities, and issuing bid documents to prospective bidders;
• Provide guidance on public bid opening sessions as well as providing clarifications where necessary;
• Ensure publication of award of contract;
• Handle any complaints relating to the procurement process;
• Draft minutes of contract and preparing contracts for signature;
• Advise on contract administration;
• Development, compilation and maintaining information on material and service costs, suppliers and products;
• Raise Local Purchase Orders;
• Maintain and ensure safe custody of procurement records;
• Attend to procurement queries, disputes and complaints and report on contract awards and progress in accordance with the EAC StatDHRP;
• Provide technical support in preparation of monthly, quarterly and annual procurement progress reports as shall be required and ensure issues identified during the reporting period and actions taken to resolve them are clearly narrated;
• Review the capacity of the EAC staff and other stakeholders involved in the Project, in handling their respective procurement and contract management functions efficiently and conduct a skills gap analysis of the relevant procurement knowledge and propose appropriate training and capacity building intervention measures to address such gaps;
• Provide necessary orientation and training to staff and other stakeholders, on procedures for procurement of works, goods and services and contract management;
• In liaison with the Project Manager, monitor the Procurement Plan in the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP), including preparation, revision and submission of Procurement Plans and procurement documents for activities.
• Bring to the attention of the Project Manager, critical dates of procurement processes to avoid delays during implementation; and
• Perform any other procurement related functions as shall be assigned by the Project Manager.

Qualifications and experience

• Must have a Masters degree, from a recognized University in either Procurement and Supplies, Business Administration, Public Administration, Finance, Economics or any other related field;
• Must have professional qualifications in procurement such as CIPS certification or equivalent;
• Must have relevant working experience of not less than 8 years, 3 of which must be a senior level;
• Knowledge of the World Bank’s procurement guidelines and procedures will be an added advantage;
• Knowledge of the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP) will be an added advantage.

Competencies and skills

• Proficient in the use of computers and office software packages (MS Word, Excel, etc.);
• Knowledge of web based managements systems;
• Good interpersonal and communication skills;
• Ability to work in a multi-cultural environment; and
• Ability to work with minimum supervision.

POSITION: ADMINISTRATIVE ASSISTANT

(REF: EAC/HR/2018-2019/05)
Job Grade equivalent: G5
Job reports to: Project Manager

Job Purpose: Provide administrative support to ensure efficient operation of the project through a variety of tasks related to organization and communication.

Duties and responsibilities

The key responsibilities of the Administrative Assistant will include:

• Process travel arrangements for the staff in the EAC StatDHRP Administration Team and relevant stakeholders;
• Create requisition of goods and services for the EAC StatDHRP Administration Team;
• Provide human resource support to the team;
• Respond to enquiries; provide information and advice to staff regarding their entitlements, administrative procedures and conditions of service under the Staff Rules and regulations;
• In liaison with the Registry, handle incoming and outgoing correspondences/ mails and draft routine correspondence in response to enquiries on relevant administrative, finance, personnel matters;
• Coordinate office functions with other offices/sections;
• Perform functions related to operating office machines such as fax, photocopier, telex, and ensure their routine maintenance;
• Arrange appointments and meetings as appropriate and schedule meeting venues;
• Assist in the preparations of meetings in EAC StatDHRP activities and liaise with Lead/implementing agencies and other stakeholders;
• Disseminate information about meetings, provide secretarial services to meetings and circulate minutes and reports;
• Assist in the logistical aspects of the Regional Core Team, Executive committee meetings;
• Ensure that delegates have been invited and follows-up with confirmations;
• Disseminate reports generated after the meetings and other events;
• Maintains current distribution lists, phone/address lists of projects contacts and distributes documents for the team; and
• Perform any other duties as shall be assigned by the Project Manager.

Qualifications and experience

• Diploma in Secretarial, administration, Public Administration or equivalent qualification
• Relevant working experience of not less than 10 years, 5 of which should have served in a Senior Office at national, regional or international organisation.
• Knowledge of operating standard office equipment, like printers and fax machines.
• Possession of a degree in the above field will be an added advantage.

Competencies and skills

• Knowledge of office management systems and procedures;
• Working knowledge of office equipment, like printers and fax machines;
• Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular);
• Excellent time management skills and the ability to prioritize work;
• Attention to detail;
• Excellent written and verbal communication skills;
• Strong organizational skills; and
• The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position.

POSITION: WATER RESOURCES MANAGEMENT OFFICER
REF: EAC/LVBC/HR/19-20/01
Grade (EAC Equivalent):    P2
Reports to:       Deputy Executive Secretary
Duration of Contract:   5 Years, Renewable
Station:      LVBC Secretariat Headquarters, Kisumu, Kenya

Main Purpose of the Job:

The main purpose of the job is to coordinate the implementation of Water Resources Management aspects of the Commission.

Duties and Responsibilities:

• Overall Coordination and supervision of initiatives leading towards an integrated Lake Basin Water Resources Management;
• Promotion of integrated water resources management in the Lake Basin;
• Coordination of the overall plan for implementation of water resources management activities funded under the project;
• Initiate and coordinate activities leading to the creation of a sound hydrological data base to support the use of integrated water resources management;
• Develop common guidelines and operational procedures for data collection (for both surface and ground water, including water quality) and set standards for equipment specifications;
• Liaise and coordinate with Partner States, on the continuous assessment and monitoring of water resources in the basin, including the water balance of the Lake;
• Initiate the development and operationalisation of a Hydrological Information System (HIS) in the Lake Victoria Basin;
• Initiate and coordinate the establishment of Decision Support System (DSS) of the Lake and its Basin;
• Network with civil society organizations, private sector and other institutions implementing water related projects in the region;
• Follow up on implementation of decisions of the Council of Ministers related to water resources management and development;
• Develop with the M&E Officer, a system of monitoring and evaluation of water related activities;
• Prepare budgets and work plans for the water resources component at the LVBC Secretariat;
• Prepare progress reports at intervals that will be defined;
• Work within the framework of the Lake Victoria Basin Commission;
• Promote a positive corporate culture and image of the LVBC and the EAC;
• Perform any other duties as shall be assigned by the Executive Secretary or the Deputy Executive Secretary

Qualifications and Experience:

• A minimum of MSc degree in Water Resources Management or Engineering/Hydrology from a recognized University;
• Minimum of 10 years of related or relevant professional experience, mainly in Project Planning, Policy and Institutional analysis and Management and implementation at senior level; with at least 5 years at senior level;
• Demonstrable knowledge of all aspects related to integrated water resources management (IWRM)– planning and requisite implementation;

Skills and Competencies:

• Good interpersonal skills, ability to work in a multi-cultural, multi–ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
• Dynamic, innovative and able to work with minimum supervision;
• Excellent and demonstrable Information Communications Technology skills: including proficiency with main office software and knowledge of databases management and information systems and Internet tools.

POSITION: PROJECT MANAGER

(REF: EAC/HR/2018-2019/01)
Job Grade equivalent: P3
Job reports to: Head of Statistics

Job Purpose: Responsible for the day-to-day management and implementation of the Project, including all substantive administrative matters and is the reference person for technical and functional matters in each work stream and is in charge of the organization of activities with the Partner States and service providers (for goods and services), and other stakeholders.

Duties and responsibilities:

• Manage and coordinate project activities, from technical, administrative and financial points of view, applying strategic planning and systematic coordination of project activities;
• Prepare annual work plans, procurement plan and training plans in line with the RSDPII and project document;
• Prepare realistic annual budget in line with the work plans and following EAC budget process guidelines;
• Be in charge of the overall project implementation (quarterly and annual work plan, procurement plan and budget), monitoring and evaluation
• Supervise the Project personnel and ensure effective communication and coordination between the Project, the EAC Secretariat, Partner States and the World Bank;
• Ensure proper professional relationships with relevant national and international partner agencies, on relevant development programmes/ projects;
• Ensure the project implementation complies with the Project Management Plan;
• Address business and technical issues, mitigate project risks and propose changes in project scope as necessary;
• Ensure timely validation of technical and functional deliverables;
• Provide Secretariat services in the meeting of the project Steering Committee and other relevant meetings;
• Responsible for project reporting; and
• Perform any other duties that may be assigned to him/her by the Head of Statistics Department from time to time.

Qualifications and experience

Must have:

• Masters degree in either Statistics, Economics, or any other related field from a recognized University;
• Relevant working experience of not less than 10 years at national, regional or international level in the field of official statistics, 5 of which must be at senior management level;
• Managed a Statistics Project; and
• Knowledge of development cooperation, including grant management from development Partner will be an added advantage.

Competencies and skills

• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.);knowledge in statistics software packages
• Good interpersonal and communication skills;
• Ability to work in a multi-cultural environment;
• Ability to work with minimum supervision; and
• Excellent speaking and writing in English, the working language of the East African Community.

POSITION: ACCOUNTANT

(REF: EAC/HR/2018-2019/03)
Job Grade equivalent: P1
Job reports to: Financial Management Specialist

Job Purpose: To perform efficient and effective financial administration and management of all funds of the EAC StatDHRP and other related responsibilities as may be assigned from time to time.

Duties and responsibilities

The key responsibilities of the Accountant will include:

• To manage and administer all the funds of the EAC StatDHRP in accordance with the World Bank/EAC Financial Regulations and Disbursement Guidelines for Projects in a view to ensuring a transparent and efficient financial management system for the Project;
• Manage and monitor effective maintenance of books of accounts and ensuring that all financial transactions are in line with the WB/EAC Financial regulations;
• Validate payment vouchers, cheques, local purchase orders for all transactions relating to the EAC StatDHRP as well as other relevant expenditures;
• Reconcile ledger accounts of the EAC StatDHRP and follow up on accounting for imprest given to -staff;
• Monitor and ensure that enough funds are available in the EAC StatDHRP and initiate disbursement requests through withdrawal application as and when required;
• Prepare and submit financial reports, interim financial report(IFRs)and any other Financial Reports to the Financial Management Specialist on a quarterly basis;
• Ensure full documentation of program expenditures during preparation of Withdrawal Application and IFRs;
• Maintain regular and timely accounting records and prepare weekly, monthly, quarterly and annual financial reports;
• Prepare financial reports for accountability of the funds disbursed and analysis of accounts so decision makers receive timely and accurate information;
• Assists Core Project Teams of the EAC StatDHRP to prepare resources for budgeted for the activities when requested;
• Monitor the expenditures of the project with a view of ensuring that the amounts budgeted for, under exact expenditure head is not exceeded;
• Prepare payments and allowances for the implementation of EAC StatDHRP;
• Prepare accounting reports for EAC StatDHRP for EAC Secretariat and various development partners involved in the funding of the project;
• Maintain ledgers and implement strong internal control systems in order to facilitate timely financial reports, budget and accountabilities;
• Maintain the asset register and their depreciation schedules for the EAC StatDHRP;
• Manage credit levels for various debtors and creditors and follow-up for payments and refunds where applicable;
• Prepare documentation for direct payment for goods and services;
• Prepare and submit financial statements to the external auditors; and
• Perform any other duties as may be assigned from time to time by the project Manager/ Financial Management Specialist.

Qualifications and experience

• A bachelor’s degree from a recognized University, in either, Finance, Business Administration (Finance or accounting) ,Accounting or any other related field;
• Must have professional qualifications in Finance such as ACCA, CPA, CIMA or equivalent;
• Relevant working experience of not less than 5 years as an accountant; and
• Knowledge of grant management procedures at national, regional or international level will be an added advantage.

Competencies and skills

• Applicants should be proficient in various Computerised Financial Management Information Systems such as the Sun System Accounting Package and other computer packages;
• Good interpersonal and communication skills;
• Ability to work in a multi-cultural environment; and
• Ability to work with minimum supervision.
• Eligibility

Eligibility

Only applicants from EAC Partner States are eligible to apply for the above positions.

Terms and Conditions of Service

These are project positions supported by Donor Funds, and are non-established in the Secretariat for which contract terms are limited to the period of the project. The successful candidates will be recruited for an initial period of two (2) years and the contract may be renewed for another two (2) years, subject to project budgeting and a satisfactory performance evaluation.

Fringe Benefits

All posts offer attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover.

Education Qualifications

All candidates applying must have qualifications that are recognized by the relevant national accreditation body in their respective Partner State. This condition is applicable for locally and internationally attained qualifications.

All professions that require registration with the specific professional bodies will be expected to do so in compliance with the requirements of their respective Partner States.

Relevant Working Experience

Internship, training and apprenticeship will not be considered as relevant work experience.

Equal Opportunity

The EAC is an equal opportunity employer; therefore, female candidates are particularly encouraged to apply. EAC will only respond to those candidates who strictly meet the set requirements.

How to Apply

Interested candidates who meet the qualification and experience requirements for the above mentioned positions are advised to send their applications, detailed curriculum vitae, photocopies of academic certificates, names and contact details of three referees, and copy of National Identity Card, or Birth Certificate or Passport showing date of birth. Please quote the respective reference number on both the application letter and envelope. For electronic submission, please quote the respective reference number on the subject of the email and send to the address given below.

Applications should be submitted to the address below not later than Monday, 05th August 2019.

Please note:

You may submit your application either electronically or in hard copy but not both.
Applications which do not: indicate nationality and age; the reference number; or have an application letter attached; have certified copies of their academic degrees and other professional Certificates; or fail to provide three referees will be disqualified.

Only qualified candidates will be contacted.

Please note that EAC does not require candidates to pay money for the recruitment process. All invitations for interviews will be done in writing

The Secretary General
East African Community
P.O.Box 1096
Arusha – Tanzania
Tel: +255 27 2162100
Fax: +255 27 2162190
E-mail: vacancies@eachq.org