Title: Prequalification of Vendors Consultant (1 Position- Kenyan Nationals Only)

LOCATION : Nairobi, Kenya

DURATION : 7 days

POSITION SUMMARY:

In liaison with Procurement Unit, the Prequalification Consultant will be responsible for coordination and reporting of opening of prequalification of vendors’ documents for provision of goods and services to HIAS Refugee Trust of Kenya (HRTK). The Consultant will play a pivotal role in ensuring integrity, fairness, and openness in prequalification processes as well as adherence to policies, ethics, procedures, and controls.

OBJECTIVES & DELIVERABLES:

The main objective is to pre-qualify goods & services vendors under the relevant advertised categories and create a database for the period January 2024– December 2026.

SCOPE OF WORK:

HRTK wishes to engage an eligible consultant in the establishment of prequalified vendor’s data base of goods and services on behalf of HRTK. Specifically, the consultant will:

1. Review the pre-qualification documents as per HRTK categories of goods and services.
2. Reconcile applications submitted with payments received.
3. Supervise the opening of tender documents, marking of the received pre-qualification documents, set deadlines and responsibilities.
4. Evaluate and analyse applications submitted as per criteria set (to determine vendor’s willingness to comply with HRTK’s terms and conditions).
5. In liaison with HRTK’s procurement unit, conduct a physical and or phone verification exercise of the vendors that pass the pre-qualification criteria.
6. Prepare a technical prequalification report and create a vendors’ data base as per HRTKproducts/services categories that shall contain a minimum of supplier’s name, physical address, telephone number, email, and name of contact person(s).
7. Come up with recommendations for adoption; advise and come up with allowable procurement practice to seal any gap that may arise from the pre-qualification exercise i.e., categories that might not have any applicant or receive less than three applications.

TIME FRAME:

This consultancy is time based. Pre-qualification applications opening, evaluation and reporting is set to take place within seven (7) working days.

QUALIFICATIONS, COMPETENCIES AND REQUIREMENTS:

• Bachelor’s degree in relevant field e.g., procurement/supplies management, Finance orBusiness. A Master’s Degree will be an added advantage.
• Minimum 5 years’ experience working in procurement/supply chain
• Ability to respond effectively to time sensitive demands, inquiries, and strong problem- solving skills as well as exceptional customer relations (both internally and externally) ; provide sound business judgment and contractual oversight.
• The consultant is requested to apply for this assignment by submitting a concise proposal that includes:

1. Technical proposal: Written presentation by the applicant, showing evidence of expertise in Supply Chain Management (Qualifications in procurement/supply chain management (SCM), Consultant in procurement/ Supply Chain Management)
2. Methodology: A detailed methodology to be used to carry out the assignment and roles of each member of the consultancy team
3. Detailed work plan
4. CVs of the consultant and team to carry out the assignment.
5. Copy of applicant/company registration certificate and KRA pin number
6. Reference contacts for at least 3 clients of previous similar work experience
7. Financial proposal: Detailed financial proposal (charges) in line with the work plan and deliverables
8. Indicate advertisement number HRTK/PQC/01/2023 on the subject line.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process for consultancies:

Step 1: Submit your application!

Step 2: Video interview with the hiring manager.

Step 3: Offer, consultancy agreement and background check.

Step 4: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • הכנסת אורחים (Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice • צדק (Tzedek)

We Pursue Justice

Empathy • Empatía • Empathie • חסד (Chesed)

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • חברותא (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • אומץ (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • רוח (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.