Recrutement d’un consultant individuel (centre d’activités – Nairobi)pour l’administration générale du bureau et services de gestion des installations

AFRICAN DEVELOPMENT BANK GROUP

EAST AFRICA REGIONAL DEVELOPMENT AND BUSINESS DELIVERY OFFICE (RDGE)

Longonot Road, Upper Hill, Nairobi-Kenya

Tel: (+254-20) 271 2925/6/8 – 299 8230; Fax: +254 20 271 2938

REQUEST FOR EXPRESSIONS OF INTEREST FOR THE RECRUITMENT OF AN INDIVIDUAL CONSULTANT (DUTY STATION – NAIROBI)

1. The African Development Bank hereby invites Individual Consultants to indicate their interest in the following Assignment : “General Office Administration and Facility Management Services” ;
2. The consultant will support general office administration, facilities management services and other cross cutting matters of the regional office in Nairobi and seven country offices within the region. The specific activities will include to prepare and assist in planning of activities for the procurement of works, goods and services; prepare, edit, vet and compile bidding documents; issuance of purchase orders, contracts, expediting of procurement and communication with the external customer; management of the Nairobi office facilities and related services; office supplies and store management and logistics duties ;
3. The RDGE invites Individual Consultants to indicate their interest in providing the above-described services. Interested Consultants shall provide information on their qualifications and experience demonstrating their ability to undertake this assignment (documents, reference to similar services, experience in similar assignments, and international institutions, etc.) ;
4. The eligibility criteria, establishment of the short-list and the selection procedure shall be in accordance with the African Development Bank’s “Rules and Procedures for the use of Consultants” May 2008 Edition revised October 2015, which is available on the Bank’s website at http://www.afdb.org. Please, note that interest expressed by a Consultant does not imply any obligation on the part of the Bank to include him/her in the shortlist ;
5. This is a Six (6) months consultancy with possibility of renewal for the same period, based on performance and as determined by the Bank. The Consultant will be based in Nairobi, Kenya, and requires regular full-time presence in the Bank’s offices with possible field missions in the Eastern Africa region and sometimes to the HQ in Abidjan. The successful Consultant will be expected to commence duties on the 1^st July 2020 ;
6. Interested Individual Consultants may obtain further information at the address below during the Bank’s working hours: 08:00 – 17:00 hours East African Standard Time.

Email : [email protected], Telephone: +254 202998421.

7. Expressions of interest including an updated Curriculum vitae (CV) must be received by email: [email protected] not later than 11^th June 2020 by 17:00 hours East African Standard Time and specifically mentioning “General Office Administration and Facility Management Services”

For the attention of: Ms. Sophie DIMBUNGU

African Development Bank

East Africa Regional Development and Business Delivery Office (RDGE)

Khushee Towers Longonot Road Plot 11, Upper Hill

P.O. Box 4861-00200 Nairobi, Kenya

Email: [email protected]

8. Establishment of the Shortlist: A shortlist of three to six individual consultants will be established once the expressions of interest and CV of interested candidates are received. Candidates who are shortlisted will be requested to send proposals and comment on the Terms of Reference (attached as an annex).

The consultants on the shortlist will be evaluated based on the following criteria :

9. The Bank reserves the right to modify, amend or cancel this notice of expression of interest at any time during this process.

TERMS OF REFERENCE FOR INDIVIDUAL CONSULTANT FOR THE GENERAL OFFICE ADMINISTRATION AND FACILITY MANAGEMENT SERVICES FOR THE RDGE

OFFICE IN NAIROBI, KENYA

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1. The African Development Bank hereby invites Individual Consultants to indicate their interest in the provisions of “General Office Administration and Facility Management Services” to the African Development Bank Regional Directorate located in Nairobi, Kenya ;
2. The services to be provided under the Assignment include :

Procurement and Contract Management Activities

• Assist in preparing and planning, of activities for the procurement of works, goods and services for the RDGE ;
• Assisting with the development of statement of work, terms of reference, specifications, scope of work, proper descriptions and completeness of information and work with end-users to ensure optimal time resource use on procurement ;
• Prepare and compile bidding documents for thresholds designated, float tenders and ensure smooth bid process in compliance with the Bank’s corporate procurement procedures ;
• Edit and vet bidding documents within the Administration team threshold, ensure adherence, compliance and application of the Bank’s rules on the Bank’s principles of procurement and contract management ;
• Ensure organization of bid opening committees, bid opening and bid evaluation in accordance with the Bank’s procurement rules ;
• Compile bid evaluation report and ensure approvals as per the Bank’s delegation of authority matrix ;
• Assist in issuance of purchase orders, contract, expediting of procurement and communication with the external customer for all procurement with contracts ;
• Implement, monitor and assist on implementation of procurement according to procurement plan, manage and conduct all aspects of tender evaluations, bids, pre-and post-bid meetings and debriefing ;
• Determine appropriate procurement method, contract type and solicitation method for procurements before bid floatation ;
• Analyze information, make recommendations, and write reports to support analytical work ;
• Prepare, compile, work on, present and defend procurements above required threshold to committees such as Purchasing Committee representations for corporate procurement in the Regional Resource Centers ;
• Share knowledge with administration assistants and other administrative staff, offer capacity building and outreach programs to both internal and external stakeholders ;
• Manage Service Level Agreements for contracts for all the Country Offices in Eastern Africa ;
• Ensure good relationships or partnerships between the Bank and selected vendors, in order to maintain and safeguard capacity, quality, cost and continuity of relationship in the long-term ;
• Initiate dialogue with market supplier community to identify opportunities for reducing costs and increasing efficiencies and negotiate, to shape agreements with vendors until consensus ;
• Develop and maintain documentation in support of vendor development initiatives and project governance documentation for those vendor initiatives ;
• Assist on working with end-users on Service Level Agreements and timely communicate with contractors to ensure effective and efficient service delivery ;
• Draft and compile contract before they are submitted to legal department for clearance ;
• Assist and ensure contract closeout, by writing to contractor and End User on the performance of the contract, reconciling the outcome and prepare a file note for closing contract file.

Asset and Facility Management :

• Assist with strategic planning of day-to-day operations of facilities and asset management, and assurance of managed service level contracts for facilities management contracts which include ;
• Lease of premises; Elevators, UPS, Generators, surrounding and grounds maintenance ;
• Cleaning and landscape services; Health, fitness and safety equipment and contracts ;
• Security guarding, security systems and CCTV maintenance; Utilities and communications infrastructure ;
• Assist with the management of office space, parking space, smoking and non-smoking points, assemble points, boom gates ;
• Engage in assurance of inventory and asset management for RDGEs and designated Country Offices ;
• Assist with the reconciliation and goods, services and works procured and submit accurate, auditable financial year end statistics to Headquarters through DG, and report any other duties required for reporting ;
• Assist in compilation of the periodic report for the region on activities.

Travel, Hospitality, Logistics and Disposals :

• Provide support to ensure that selected travel agency provides services that are in line with the TORs for the contract ;
• Assist with the identification of unserviceable assets and disposal as per Bank’s disposal policy Recommend disposal of unserviceable fixed Assets for RDGE and provide support to Country Offices ;
• Provide support by ensuring availability of framework contracts with negotiated rates for hotels, hospitality, and transport for staff on missions ;
• Any other assignments pertaining to travel, hospitality and disposal of assets.

3. Qualifications and Experience Required :

• Academic qualification of at least a Master’s degree or its equivalent in Administration, Business, Economics, Law, Procurement and Supply Chain Management, Engineering and any related qualification ;
• Minimum of ten years in general administration, facilities and procurement experience, of which five are in a similar environment, as the Banks ;
• Working experience in a sister multilateral institution in an area relevant to this assignment will be an added advantage ;
• Strong writing and editing skills, sense of accuracy and attention to detail ;
• Ability to communicate and write effectively in English ;
• Excellent interpersonal skills in liaising with communications ;
• Excellent communication skills, orally and in writing ;
• Excellent knowledge of Microsoft package ;
• Proficiency in Microsoft Office tools, especially Excel, Word and PowerPoint. Experience in accounting and reporting using automated accounting systems such as SAP will be an added advantage.

4. Duration :

The estimated duration of the services is six (6) months with possibility of renewal for the same period, based on performance and as determined by the Bank. The successful Consultant will be expected to start as soon as the selection process is completed, and the contract signed.

Note: Consultants must register at http://dacon.afdb.org/dacon/ before submitting their CV to be considered for the shortlist.