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Head of Procurement

Location: Vientiane

Deadline for submitting the application: 23/04/2025 

Start date: 01/07/2025 

Contract type: Limited 

Contract term (months): 30.00 

1. Background

The Lao and Luxembourg governments decided, for the fifth Lao-Luxembourg Indicative Cooperation Programme (ICP V), to maintain and deepen collaboration nationally, but with emphasis on the provinces of Bokeo, Bolikhamxay, Khammouane and Vientiane, through following four sectoral programmes (2023-2027) with a total budget of approximately 116.5 MEUR, as follows:

  1. Health and Nutrition (H&N) with a budget of ca. 35,8 MEUR;
  2. Local Development (LD) with a budget of ca. 34 MEUR (including Swiss co-financing);
  3. Skills for Tourism, Agriculture and Forestry (STAF) with a budget of ca. 25 MEUR (including Swiss and European Union co-financing);
  4. Rule of Law, Access to Justice and Good Governance (ROLAG) with a budget of 11,5 MEUR.

Both governments also agreed to seek strong linkages between the four programmes to optimise synergy and impact. The earmarked interventions are interconnected through a common human capital development approach towards sustainable results. This is the foundation of ICP V, and is key to contributing to the eradication of extreme poverty and strengthened socio-economic inclusion in the target areas.

 

2. OBJECTIVES

Supervises the Procurement Unit of the Operational Pool which implements competitive bidding and contracting procedures for the acquisition of goods, services and works, and provides support/guidance to programmes staff. Leads the management and functioning of procurement in Laos (all operations) and support the management and functioning of procurement in Vietnam, in compliance with the Agency’s rules and regulations.

 

3. RESPONSIBILITIES

Acquisition Process Management: lead the establishment of procurement procedures, ensure functioning and compliance of procurement resources:

  • Oversee the preparation of the tender documents for the procurement of goods, services, and work;
  • Monitor all the stages of the procurement process;
  • Coordinate and execute instructions for the acquisition of goods, services, works;
  • Participate in bid opening and evaluation committees;
  • Oversee the development of the annual acquisition plans in collaboration with the Senior Sectoral Advisers;
  • Provide guidance to programmes/projects technical advisors and partners on the use of procurement procedures;
  • Attend construction site meetings and technical discussions, as required;
  • Support the execution of works with the project owner and supervisor (Engineering Office-EO);
  • Ensure administrative and financial follow-up of work contracts at all stages, aiming to ensure (in coordination with the project owner and supervisor) compliance with the execution deadline and fulfilment of contractual commitments;
  • Coordinate and conduct training sessions on Procurement.

 

Contractual monitoring: ensure the monitoring of contracts and contractual agreements:

  • Design, prepare, and maintain up-to-date the follow-up tables required for detailed tracking of activities ( follow-up, acquisition follow-up, tender bank guarantee follow-up, etc.);
  • Prepare/verify and validate contracts and amendments before signature;
  • Verify the existence and compliance of bank guarantees approved by the Resident Representative;
  • Closely monitor contractual clauses, such as performance period, amounts, contract amendments, application of compensations and penalties;
  • Verify the initial and final payments related to contracts and bank guarantees;
  • Verify the compliance of the minutes of provisional and final acceptances.

 

Promote continuous improvement mechanisms:

  • Propose improvements and provides feedback on LuxDev procedures and documentation to enhance/adapt them;
  • Monitor the implementation of new procurement models and procedures;
  • Prepare a quarterly report on the activities of the Procurement sub-unit;
  • Manage and oversee the coding and follow-up of contracts in the system;
  • Organize, verify, and control procurement filling;
  • Organize internatl controls for Category C procedures within the programs.

 

4. PROFILE

  • Master’s degree in economics, Business Administration, project management or related field;
  • at least 8 years’ experience in the management of procurement processes in international organisations;
  • good methodology and tools for planning, financial management, monitoring and control of projects and programmes ;
  • excellent spoken and written English skills (French, Lao or Vietname language skills are an asset), communication and negociation skills ;
  • mandatory experience in managing teams (10 years, in which 5 years in the development cooperation area).

 

We encourage applications from individuals of all backgrounds regardless of gender, gender identity, religion, race, ethnicity, sexual orientation or disability.

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