Deputy Director, Contracts and Performance Compliance at The Public Procurement Regulatory Authority (PPRA)

Job Purpose

• The Purpose of the job is to plan, organise, coordinate, facilitate and supervise activities related to monitoring Contract implementation and Performance compliance of the public procurement and asset disposal system at national and county levels of government.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• Provide leadership and coordination in the management and implementation of Contracts and Performance Compliance function of the Authority;
• Plan, organise and supervise the implementation of Contracts and Performance Compliance monitoring activities of the Authority;
• Initiate and lead the development of operating procedures, manuals and guidelines for Contracts and Performance Compliance monitoring;
• Provide input for development and implementation of relevant policies, strategies for Contracts and Performance Compliance monitoring;
• Provide input in the formulation and execution of the Authority’s corporate objectives, strategies and corporate plans related to Contracts and Performance Compliance;
• Coordinate the preparation and execution of annual departmental budget, work plan, procurement and disposal plan;
• Lead the formulation and implementation of strategies to strengthen and enhance efficiency and effectiveness in Contracts and Performance Compliance monitoring processes;
• Coordinate the collection, collation and organization of relevant data/information from Contracts and Performance Compliance monitoring activities for publishing on the Public Procurement Information Portal and sharing with law enforcement agencies as and when required;
• Coordinate the preparation, review/quality assurance and submission of Contracts and Performance Compliance monitoring reports, monthly, quarterly and annual departmental reports as may be required to relevant users/recipients internally and externally;
• Coordinate follow-up activities to ensure procuring entities implement directives and recommendations of previous Contract and Performance Compliance audits;
• Facilitate effective communication and strategic linkages/partnerships/collaborations with the department’s relevant internal/external stakeholders;
• Coordinate preparation and implementation of departmental budget, work plan, procurement and disposal plan and activity schedules;
• Lead formulation and implementation of risk and quality management frameworks that are mainstreamed in the operations of the department;
• Promote adherence to the principles of good governance, ethics and integrity in the department;
• Provide leadership in the formulation and implementation of corruption prevention and mitigation strategies in the department;
• Spearhead implementation of departmental resource mobilization activities;
• Mentor, coach and guide departmental staff in the performance of their duties and responsibilities;
• Appraise direct reports.

Operational Responsibilities / Tasks

• Assign and delegate duties and responsibilities, supervise, and monitor performance of staff in the department;
• Handle day-to-day administrative and operational affairs of the department in compliance with relevant policies, regulatory and statutory requirements;
• Verify & recommend for approval by Director draft Contract and Performance audit reports prepared by compliance officers from Contract and Performance audit activities of the department;
• Verify & recommend for approval by the Director draft correspondence on Contract and Performance compliance issues to Procuring Entities and other stakeholders;
• Verify data generated/maintained on status of compliance by procuring entities with legal requirements on contract management, contract implementation and performance;
• Oversee risk assessment and profiling of contracts and procuring entities based on data from other technical departments to inform annual Contract and Performance compliance monitoring plan and budget;
• Prepare and monitor implementation of Contract and Performance audit action plans to ensure compliance with recommendations and directives issued by the Authority to procuring entities from previous Contract and Performance audits;
• Provide input in the development and implementation of capacity-building programs for persons involved in public procurement to address non-compliance issues related to contract management and performance;
• Verify red flags of procurement fraud/malpractices identified from contract implementation and performance audit activities and provide appropriate recommendations to the director;
• Implement good governance, quality and risk management policies and strategies of the Authority in the department;
• Oversee the implementation of Board resolutions and decisions in the department;
• Articulate issues related to the contract implementation and performance compliance in various forums;
• Chair departmental meetings.

Job Dimensions

 Financial Responsibility

• Formulation and implementation of the departmental budget and procurement & disposal plan;
• Initiate departmental expenditure;
• Spearhead implementation of departmental resource mobilization activities.

Responsibility for Physical Assets

• Office Equipment (Computers, printers, scanners);
• Office tools;
• Office Furniture and fittings.

Decision Making / Job Influence

• Managerial decisions;
• Operational decisions;
• Analytical decisions;
• Tactical decisions.

Working Conditions

• Predominantly works in an office setting at the headquarters with occasional international and local travels;
• Deals with sensitive and risky matters;
• Operates with legislated timelines and strict deadlines resulting in long hours of work.

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic Qualifications

• Master’s Degree in any of the following disciplines: Procurement and Supply Chain Management, Applied Sciences, Biological Sciences, Physical Sciences, Social Sciences, Business Studies, Law or any other relevant qualification from a recognized institution;
• Bachelor’s degree in any of the following disciplines: Procurement and Supply Chain Management, Applied Sciences, Biological Sciences, Physical Sciences, Social Sciences, Business Studies, Law or any other relevant qualification from a recognized institution.

Professional Qualifications / Membership to Professional Bodies

• Professional Diploma in a relevant field or its equivalent qualification from a recognized institution;
• Management course lasting not less than 4 weeks from an institution recognized in Kenya;
• Membership in a relevant professional body in good standing.

Previous Relevant Work Experience Required

• A minimum period of ten (10) years of relevant work experience, four (4) years of which should have been at the level of management.

Functional Skills, Behavioural Competencies/Attributes:

• Managerial and organizational skills
• Leadership skills
• Financial management skills
• Strategic planning skills
• Interpersonal skills
• People management skills
• Computing skills
• Analytical skills
• Negotiation skills
• Communication skills
• Dispute resolution skills
• Emotional intelligence
• Ethics and integrity
• Courage