Deputy Director, Pre-bid Compliance at The Public Procurement Regulatory Authority (PPRA)

Job Purpose

• The Purpose of the job is to plan, organise, coordinate, facilitate and supervise all functions/activities related to monitoring compliance of pre-bid activities 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 pre-bid compliance function of the Authority;
• Plan, organise and supervise the implementation of pre-bid compliance monitoring activities of the Authority;
• Initiate and lead the development of operating procedures, manuals and guidelines for pre-bid compliance monitoring;
• Provide input for development and implementation of relevant policies, strategies and frameworks for pre-bid compliance monitoring;
• Provide input in the formulation and execution of the Authority’s corporate objectives, strategies and corporate plans related to pre-bid 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 pre-bid compliance monitoring processes;
• Coordinate the collection, collation and organization of relevant data/information from pre-bid 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 pre-bid 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 pre-bid 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;
• Coordinate 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;
• Coordinate the formulation and implementation of corruption prevention and mitigation strategies in the department;
• Spearhead implementation of departmental resource mobilization activities;
• Mentor, coach and guide compliance officers 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 Compliance Monitoring draft pre-bid compliance reports prepared by compliance officers from analysis of procurement plans, tender notices and tender documents for compliance with legal provisions;
• Verify & recommend for approval by Director draft pre-bid compliance monitoring correspondent to Procuring entities whose Procurement plans, invitations to bid and tender documents do not comply with legal requirements;
• Verify data generated/maintained on status of compliance by procuring entities with legal requirements on procurement planning, invitations to tender and preparation and issuance of tender documents;
• Oversee procurement risk assessment and profiling of procuring entities based on pre-bid compliance data to inform annual compliance monitoring plan and budget;
• Prepare and monitor implementation of pre-bid compliance monitoring action plans to ensure compliance with recommendations and directives issued by the Authority to procuring entities on procurement planning, invitations to tender and preparation and issuance of tender document;
• Provide input in the development and implementation of capacity-building programs for persons involved in public procurement to address non-compliance issues;
• Verify red flags of procurement fraud/malpractices identified from pre-bid compliance monitoring 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 pre-bid 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