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Wednesday, 2 November 2011

East African Development Bank Jobs. HR, Procurement, PR, and Others

The East African Development Bank (EADB) is an international development finance institution whose mandate is to promote sustainable economic development of its Member States. The Member States of the EADB are Kenya, Uganda, Tanzania and Rwanda.

The Bank seeks to identify competent, professional, and experienced individuals committed to the development of East Africa to take up the following positions:

Property Development and Management Specialist (Re-advertised)
Overall purpose
The position exists to efficiently manage all EADB’s properties; oversee their maintenance; recommend
optimal usage and where applicable generate targeted revenue.

The Property Development and Management Specialist is accountable for the entire Bank’s property (owned, leased or rented) in Uganda, Kenya, Tanzania & Rwanda.

The role will also include development of real estate projects for the Bank and its clients and shall participate in the appraisal review of property development projects the Bank intends to finance.

Duties and Responsibilities
Develop for management’s approval a property development and maintenance manual and guidelines;
Provide advice and counsel to Investment Officers on property development projects. When appropriate, assist in developing tailor-made solutions to meet clients’ demand;
Provide advisory services to management on issues of land tenure in East Africa, property taxation, land value, property development strategies, rental charges, tenancy regulations etc;
Participate in the acquisition and disposal of properties and/ or assets according to the Bank’s guidelines; appraise the housing markets in major cities in the region, advise management on property pricing and recommend potential properties for acquisition to expand the Bank’s estates investment;
Prepare and present for management approval estates’ revenue generation plans and revenue growth strategies;
Prepare property management plans and maintenance budgets for all EADB estates. Pre-qualify suppliers, service providers and contractors and negotiate favourable terms for the Bank;
Oversee renovations and rehabilitation of Bank properties as approved in the capital budget, set performance standards and prepare terms of reference for contractors and service providers; prepare and /or approve bills of quantities and specifications to facilitate the renovation of EADB premises; supervise renovation, construction and/or maintenance works; and confirm that the works meet the Bank’s standards and are completed before payments are made;
Negotiate favourable terms with service providers and prepare payment schedules for utilities e.g. water, electricity, garbage, sewerage etc. Follow up payment of utilities and maintain up-to-date records of the same to ensure constant supply;
In conjunction with the risk management department, assess/ evaluate the safety and security risks of all the Banks properties and propose mitigating strategies;
In conjunction with the security office, prepare safety and security guidelines; oversee the installation of safety gadgets and security systems; and communicate security and safety information to tenants and other property users;
In conjunction with legal, prepare tenancy/ lease agreements and ensure adherence to provisions of the same. Manage all auxiliary contracts geared towards ensuring efficient and effective provision of services to staff and tenants at the Bank estates; participate in the procurement of and keep record of insurance coverage of EADB’s assets and properties to protect them against insurable risks;
In conjunction with the Finance department, prepare billing schedules, ensure timely delivery of bills, respond to billing queries and advise management in case of default and keep up to date records of leases or tenancy agreements;
Create and maintain an updated record of all EADB’s properties, establish their value and report on the same regularly. Keep management appraised on tenancy status, the performance of tenant, advise management on renewal or termination of tenancy/ leases. For EADB’s rented properties, ensure that the bank meets its obligations;
Prepare and present to management monthly revenue and expenditure reports in area of responsibility showing performance against targets. Identify, propose and implement cost control and management strategies;
As the first port of call for EADB’s estates, provide information as required to potential, existing and exiting tenants; and
Carry out any other duties assigned by Management.

Qualifications and Experience
A First degree in Civil Engineering or other relevant technical degree;
Professional qualification in property management, construction, project management or equivalent;
At least 7 years experience in construction and/or property management within a busy commercial environment;
Experience in the preparation of Contract Conditions and Specifications;
Experience in maintenance works, management of contractors and preparation and review of bills of quantities;
Basic accounting training and experience;
Must have strategic and business orientation;
Must have knowledge of land and property management legislation;
Must have high level of integrity, initiative, good judgment; and
Must have supervisory skills and excellent communication skills.

Senior Communication and Public Relations Officer
Overall purpose
The Senior Communications and Public Relations Officer is responsible for planning, preparing and implementing public relations and corporate communication programmes to publicize the work of the East African Development Bank (EADB) to all stakeholders.

The Senior Communications and Public Relations Officer is the focal point for all authorized communication and coordinates the development of the Bank’s communication strategy.

Duties and Responsibilities
Act as the Bank’s liaison for authorized communication by coordinating publications, press releases/media advisories as well as press conferences and other media events for coherence and uniformity of messaging.
Publicize the work of the Bank in the print and electronic media. Promote the Bank’s visibility through press releases, news articles and other related media campaigns. Design and implement communication programmes to mobilize public opinion in favour of the cause for the economic and social development of East Africa, regional integration and the Bank’s activities in the region.
Serve as a media relations focal point for the Bank by dealing with queries from journalists. Conduct formal and informal meetings with journalists. Apply a proactive approach to media such as proposing/arranging conferences, media coverage, disseminating information materials, undertaking appropriate follow-up actions and analyzing/ reporting on the impact of coverage.
Conduct media monitoring on a regular basis to keep staff abreast of related developments in the area of operation and banking; disseminate information gathered appropriately and advise management on pertinent issues reflected in the media that impact on Bank operations.
Prepare, organize and conduct conferences and seminars to present the Bank’s views on major economic, political, social and financial initiatives in East Africa;
Undertake branding tasks that promote the Bank’s visibility, identity and presence, distinguishing the Bank as the premier development finance institution in the region.
Coordinate the marketing and corporate social responsibility aspects of the Bank, ensuring they are justifiable, sustainable and reach intended beneficiaries.
Participate in developing and implementing an internal communication strategy that will guide the management in reaching out effectively to staff based in the country offices and at the Headquarters as well as improving communication flow within the Bank.
Proactively manage the intranet with the assistance of IT, HR and other department heads.
Manage information shared through the intranet, scrutinize and update the information regularly to ensure that it is suitable for the intended audience. Centrally disseminate internal communication as the single point of contact. Receive emails through the Bank’s general email account and respond/redirect them appropriately.
With IT technical assistance, manage the EADB website to ensure it is updated and interactive. Prepare and edit information for the site ensuring credibility, timeliness and reliability as well as reflective of Bank’s image.
Advise Management and staff on aspects of communication and public relations within and outside the Bank.
Advise new staff on their diplomatic status, roles, conduct, protocol, et cetera to ensure that the Bank’s diplomatic image is maintained and/or promoted.
Conduct regular research in area of responsibility and disseminate information appropriately to enhance knowledge, attitudes, opinions, and aspirations of the Bank’s major stakeholders.
Prepare communication and public relations budgets, manage and monitor costs.
Perform any other duties assigned by Management

Qualifications and Experience
Bachelors Degree in Communication or related fields;
Relevant postgraduate degree in Communication, Journalism, Business or related fields;
Minimum of five years (5) experience in public information, journalism, or communications in the financial sector at senior level and possess demonstrable capacity for leadership;
Diploma in international relations and experience in public relations will be added advantages;
Experience in a financial institution, multilateral organization writing on economic development, business or financial matters;
Research and analytical skills and ability to rapidly analyze and integrate diverse information from various sources;
Excellent writing skills and ability to prepare comprehensive and accurate papers, speeches and other presentation material;
Up-to-date knowledge of current topics and issues and ability to identify communication opportunities and risks in a changing and complex economic, social and political environment;
Must possess advanced technical knowledge, practical hands-on experience, highly developed technical skills to pre-empt, and to solve and manage complex issues effectively;
IT skills to develop web–based interactive communications;
Good presentation and public speaking skills;
Excellent drafting and editing skills in English; and
A good command of Kiswahili will be an added advantage.

Other Attributes
Pro-activity and creativity
Tact and Diplomacy
High level of integrity
Networking skills with the ability to interact confidently with high profile individuals

Senior Human Resource Officer
Overall purpose
The Senior Human Resources (HR) Officer shall effectively spearhead the implementation of policies and systems in the areas of training, development, performance management, employee discipline, staff committees and pension fund management while advising and guiding staff on all human resource strategies, policies and procedures.

Duties and Responsibilities
Develop and/or review policies and procedures in areas of jurisdiction to enable effective management of those function.
Take lead in the monitoring of performance management activities, to ensure full participation of all staff and timely reporting while advising on best practice.
Develop, implement, evaluate and follow up on training and development plans and budgets based on individual, departmental and corporate needs that seek to achieve the bank’s growth plans through a return on investment.
Monitor to ensure that all staff have career development plans and the bank has an implementable succession plan with the aim of retaining high calibre staff.
Participate in recruitment processes through the following activities: Coordinating advertisement, short listing and organising interview activities; recording and filing data related to staff recruitment; communicating to candidates and preparing all related correspondences including staff contracts; and coordinating repatriation and all induction activities.
Participate in staff separation activities including organising exit interviews, coordinating hand over of bank property, coordinating repatriation and maintaining all related records.
Build and maintain up to date HR related computerised and manual data/ information while ensuring that staff personal files are under safe custody. Retrieve for usage, track and keep record of HR file/data movement.
Participate in staff welfare management activities as per agreed policies and procedures. The activities therein include but are not limited to:- payroll update, scheduling and updating leave records, monitoring and reporting on attendance and absence management, processing staff loans, tracking medical and insurance cover for staff and their dependants, processing overtime and ensuring that staff and visitors receive refreshments.
Process and handle staff grievances effectively to create a conducive working environment and avoid strife. Advise supervisors on effective ways of dealing with staff grievances. Provide or recommend counselling services to staff where necessary.
Keep staff abreast of developments in the HR department through regular communications. Take charge and update the intranet with appropriate HR related communication timeously. Monitor to ensure that staff meetings are held by all departments and country offices, minutes submitted and highlight issues to the HR Manager for action.
Implement approved HR policies and procedures and advise staff on correct application ensuring clear understanding for purposes of compliance.
Provide secretarial services to the disciplinary committee, keep all related records, and advise staff and management on disciplinary processes and procedures.
Provide secretarial services to staff pension fund managers, process all the required documentation, update and keep related records. Keep staff abreast of developments regarding the pension fund.
Oversee the implementation of health, safety and security guidelines to create a safe, secure and conducive working environment for staff.
Take responsibility for the day-to-day HR & administration cost centre approvals with regards to routine expenditure on utilities, communications, lighting, newspapers, publications, transport, motor-vehicle repairs, and related office purchases while ensuring accountability and cost management.
Maintain up to date data in areas of jurisdiction, prepare and monthly reports to the HR Manager.
Carryout any other duties assigned by Management.

Qualifications and Experience
Bachelor’s degree in Business Studies or Social Sciences from a recognised university;
At least 6 years as a human resources professional in a large corporate or multilateral organization;
A professional HR qualification, such as post graduate diploma in HR management;
Membership of a professional human resources management institution;
Masters degree in Human Resource Management and /or a relevant MBA from a recognised university is an added advantage;

Other Attributes
Excellent oral and written communication and presentation skills.
High level of Integrity and confidentiality
Interpersonal skills
Analytical thinking
Results orientation and attention to detail
Flexibility towards people and circumstances
Imitative and pro-activity
Planning and organisation skills

Procurement Officer
Overall Purpose
The Procurement Officer is responsible for effectively manage the purchasing and supplies management functions through the application of professional procurement and inventory management practices to maximise value from externally sourced products and services.

The position is responsible for developing focused strategies for procurement of products and services, supported with favourable service agreements and to offer advice and direction to staff and management, as required, with regard to procurement in support of the business objectives.

In addition, the job must coordinate cost effective disposal of assets in accordance with Bank policies and regulations.

Duties and Responsibilities
Procurement Planning
Plan and carryout pre-procurement activities in line with and in support of business objectives.
Work closely with other departments to create and deliver procurement strategies, policies and procedures which support the aspirations of all business units. Apply strategies which ensure continued supply of high quality and cost competitive products and services to the Bank.
Study market trends and establish practical market knowledge to determine reliable suppliers of goods and services for the Bank.
Facilitate user departments in needs assessment and to write clear specifications.
Interact with users to prioritize their needs and prepare analysis reports.
Develop prequalification lists according to Bank regulations and guidelines.
Document for approval procurement plans and schedules
In liaison with Head of Corporate Affairs develop tools and apply professional procurement techniques to the purchase of goods and services
Negotiate and apply appropriate supply agreements for goods and services. When in place ensure these are appropriately managed and updated.

Tender Committee
Provide secretarial services to the Tender committee.
Run professional tender processes to ensure objective selection of suppliers for goods and services.
Prepare documents for Tender committee.
Prepare and drive the bid evaluation process.
Analyse, interpret and where required present the results of market analysis, tender results and recommendations to through written reports and actual presentations to facilitate decision making.

Procurement Activities
Carryout routine activities to purchase good and services for the Bank from local and international markets.
For local purchases, process Local Purchase orders as required; follow up deliveries; record goods received; coordinate inspection of goods received by user departments; process Goods Received notes; pay taxes appropriately; and initiate payment for goods delivered.
For imports, clear goods on arrival through Customs at various ports of entry; comply with all tax regulations; initiate payment for goods delivered and payment of taxes; keep in constant touch with ports of entry for any goods arrival so as to avoid high demurrages; and monitor changes in tax/import regulations that affect procurement activities.
Carryout research to keep abreast with developments in the market. Brief colleagues on market developments which may impact supply of goods and services.
Keep up-dating self on procurement rules and regulations and work closely with other functions of the Bank to effectively respond to their needs through timely and effective supply of good and services.
When required, lead project teams to ensure execution of procurement projects.
Manage suppliers/ contractors to ensure that the bank gets value for money from services and good delivered.
Negotiate contracts with suppliers to deliver best value to the Bank.
Implement and manage supplier/ contractor agreements for the Bank

Prepare relevant reports as requested by line manager and Tender Committees
Prepare and maintain information for use within Bank relating to procurement performance.
Provide information to the audit department to support their activities

Management and Accountability for Inventory
Take responsibility for the storage and safety of inventory.
Carryout annual stock counts of the inventory and timeously account for the goods
Ensure that goods and services are delivered to the right users within a reasonable time frame.
Put in place procedures and tools to support distribution of goods. Keep accurate records of distributed goods.
Review and analyse country office purchase reports and usage of goods, and report accordingly.

Asset disposal
Participate in the development or review of asset disposal policies and procedures.
Identify assets to be disposed;
Prepare asset specifications;
Participate in the assessment of asset value;
Scout for buyers; or prepare for competitive bidding;
Advertise, receive and open bid documents;
Attend contracts committee meetings;
Prepare preparation of contract documents; and
Report on disposal of assets activities to immediate supervisor

Perform any other duties assigned by Management

Expected Output
The expected output of this job is a transparent, smooth and effective procurement and inventory management.

This will involve: timely supply of quality good and services to the Bank; Procurement within budgets; Total Procurements handled in a specified period; compliance with the Procurement Guidelines; Hedging suppliers’ payments (OTP Reports); cost management/reduction; and accountability for goods purchased.

Qualifications & Experience
A good University degree in Procurement, Commerce, Business Administration or Accounting;.
A recognised professional qualification in procurement;
Membership of a professional procurement body;
Minimum of 5 years procurement experience in a senior role in large commercial and reputable organisation.
Proven experience in local and international procurement including ability to successfully carryout complex procurements.
Ability to work with suppliers and build long term competitive supply relationships.
Ability to analyse data and give presentations to all levels of management
Ability to influence, communicate effectively and work with minimum supervision.

Other Attributes
Excellent Negotiation skills
Analytical and presentation skills
Excellent planning and organizational skills
Results driven and pro-activity
Cultural awareness
Attention to detail
Concern for standards
High level of integrity

Office Administrator (Kenya)
Overall purpose
The Office Administrator is responsible for the smooth and effective running of the designated office by providing administrative services to support its business operations.

The Office Administrator provides administrative support including book keeping, secretarial services, procurement, correspondence tracking and mail delivery, telephone & communication operations, reception management, transport services, travel arrangements and booking hotel accommodation for business visits or meetings.

Duties and Responsibilities
Provide information, conduct research and collect data relevant to the Bank’s operations; and provide pertinent information to Managers on administrative issues;
Register and respond to mail and ensure timely management of all correspondence;
Maintain a library of relevant materials and of all documents produced by the Bank on the country; retrieve and distribute for usage; track and keep record of movement.
Keep record of and update insurance for the office’s properties, motor vehicles, e.t.c.
Ensure that adequate insurance cover is maintained at all times of the year as well as ensuring timely annual processes of renewal in liaison with head office;
Maintain Bank account records for the Country Office and prepare monthly account reconciliations;
Prepare of VAT returns and submit them to head office timeously; process invoices for payment of office supplies; manage the petty cash and account for it timeously; and keep record of the Country Office’s accounts transaction, file and report on the same monthly.
Receive requests and place orders for office supplies, stationary and other office requirements and ensure effective cost controls are in place for this process.
Liaise with local suppliers to ensure cost effective procurement of office supplies; with service providers to ensure adequate provision of utilities (including telephones, water and electricity); and with service providers to ensure adequate servicing and maintenance of office equipment (including telephones, computers, office vehicles, photocopying machines, etc.)
Account for use of stationery, fuel, motor vehicles etc; and coordinate the activities of the driver/messenger
Supervise contracted cleaners, guards, etc to ensure that all Bank premises are safe and conducive for working.
Report any damages to the Officer in charge of Estates or administration timeously for repair or replacement.
Maintain an Assets Register for the Office;
Keep account of leases, payments and collection of rental payments and ensure that the Bank meets its obligations.
Participate in the preparation of training seminars, and meetings; coordinate with others departments in organizing corporate events and functions; and assist staff in acquisition of travel Visa, arrange local transport for staff on official travel and visitors.
Make hotel bookings for visitors and manage the transfers to /from the airport cost effectively.
Provide assistance to staff in-patriation by coordinating the process of housing allocations, and other relevant relocation services for the new staff, for example, processing exemptions for personal and official consignments being imported into the country.
Carry out any other tasks assigned by management.

Qualifications and Experience
Bachelor’s degree in Business Studies or Social Sciences from a recognised university.
A professional HR qualification, such as post graduate diploma in HR management will be an added advantage.
At least 4 years human resources or administration experience in a company of good repute.

Other Attributes
Planning and organising skills
High level of Integrity and confidentiality
Interpersonal skills
Results orientation and attention to detail
Imitative and pro-activity
Good Oral and written communication and presentation skills.
Information seeking

Driver / Office Assistant (Tanzania)
Overall purpose
The Driver/Office Assistant is responsible for providing quality chauffeur, messengerial and office support services.

S/he is expected to maintain the assigned motor vehicle in a clean and road worthy condition and to deliver mail and parcels as required.

Duties and Responsibilities
Drive Bank staff on official missions as assigned;
Drive safely to ensure the safety of passengers and other road users;
Maintain the assigned vehicle in a safe, secure and good state of repair at all times
Supervise the servicing and repair of the motor vehicle;
Undertake routine checks on the vehicle including cooling, oil, electrical and brake systems and tyre pressure and report any malfunctioning systems promptly for repair;
Keep accurate records of official travel through the vehicle log and prepare monthly reports showing travel, vehicle usage and status;
Organize logistics in preparation for travel missions;
Deliver and /or pick mail and parcels as instructed;
Provide routine office administration support including the manning reception, filing and other clerical work; and
Carry out any other duties assigned by Management.

Minimum Qualifications and experience
A pass at O-levels;
Must have a valid and clean driving license;
First aid training in an approved training facility;
Defensive driving training;
Occupational Trade Test II for drivers;
Driving experience of a minimum of 5 years including experience of driving across East Africa
Auto Mechanic and Vehicle maintenance skills; and
Be aged between 32 to 45 years

Other Attributes
High level of integrity and confidentiality
Tact and Diplomacy
Planning and organizing skills
Organisation awareness and commitment
Quick and agile
Results driven

If your career aspirations match these challenging and exciting roles, please email your application quoting the relevant job title by 21 November 2011 to the Human Resources Manager at the following email address:

Please attach your comprehensive Curriculum Vitae including an e-mail address, daytime telephone contact, qualifications, experience, present position, names and addresses of three referees.

All applications should be sent online by email.
Applicants for all positions must be nationals of the EADB Member States.
Only short listed applicants will be contacted.