Ministry of Water and Sanitation
REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES – INDIVIDUAL SELECTION)
COUNTRY: MALAWI
NAME OF PROJECT: MALAWI RESILIENCE AND DISASTER RISK MANAGEMENT PROJECT (MRDRMP)
PROJECT ID #: P161392
ASSIGNMENT TITLE: ASSISTANT PROCUREMENT SPECIALIST
REFERENCE NO.: MW-MOAIWD-307029-CS-INDV
DATE OF ISSUE: 20th AUGUST, 2022
1. Background
The Government of Malawi has obtained a credit and grant from the International Development Association (IDA) through the crisis response window) to implement the Malawi Resilience and Disaster Risk Management Project which is an additional financing to the Malawi Drought Recovery and Resilience Project (MDRRP), to continue supporting the recovery of livelihoods and infrastructure in both flood and drought affected areas, whilst strengthening capacity for flood and drought risk management. The additional financing will specifically support the upscaling of the existing MDRRP activities to meet the 2019 post disaster needs through the adjustment of the original project activities as well adding new activities to address flood specific recovery needs following the Tropical Cyclone Idai which hit Malawi and caused severe flooding in the Southern and to a lesser extent, Central Region.
2. Objective of the Assignment
The overall objective of the assignment is to carryout routine procurement activities, record keeping and documentation in line with the World Bank procurement procedures and guidelines.
3. Scope of Services
The Assistant Procurement Specialist will assist in carrying out routine procurement activities, record keeping and documentation in line with the World Bank procurement procedures and guidelines.
Specifically, the Assistant Procurement Specialist will perform the following duties:
Detail on scope of work include, but is not limited to:-
a) Assist in the preparation and updating Procurement Plans in consultation with all TTs;
b) Ensure that the World Bank Procurement Tracking System for monitoring of the Project procurement activities (STEP) is updated and used in real time;
c) Assist with the timely procurement of goods, non-consulting services and works through preparation of Bidding Documents, Request for Quotations, Request for Bids, Procurement Notices, Bid Opening and Evaluation sessions and preparation of Bid Evaluation Reports;
d) Using the World Bank’s Standard Procurement Regulations, assist in preparing project’s customized Bidding and Proposal Documents (RFB/RFP) for Goods and Works and Request for Proposals (RFP) for Consulting Assignments. This should include standardized Forms to be used for Open and Limited
market approached and for the Request for Quotations;
e) Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings;
f) Assist in preparing the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), when required;
g) In cases of procurement actions requiring IDA “No Objection”, assist in coordinating the submission of procurement documents to IDA, monitor IDA response time on issuing “No Objections” at different levels of the procurement process and follow-up accordingly;
h) Preparation of evaluation reports, contracts, award notices and other procurement and contractual documents as required;
i) Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds;
j) Assist in establishing a central procurement filing system, and ensure all related documents are included in the respective files.
k) Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
l) Preparation of Quarterly procurement progress reports.
m) Ensure timely receipt of the Goods and consultant’s monthly status reports.
n) Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
o) Assist in the preparation of Procurement Post Review registers, attending Procurement Post Review meetings and response to comments on issues raised;
p) Undertake procurement processes using Shopping procedures and any other procurement methods as assigned from time to time;
q) Assist User Departments with procurement activities and logistics and from time to time review and implement improvements to the user departments to ensure that procurement is done in accordance with Malawi government/World Bank guidelines; and
r) Preparation of Quarterly procurement progress reports.
4. Reporting Requirements
The Assistant ProcurementSpecialist will report to the Program Coordinator for all his/her technical and implementation support operations.
5. Qualifications
a) A minimum of a First Degree in Engineering, Accounting, Procurement, Business Administration, Economics or Public Administration;
b) A minimum of three (3) years of work experience in procurement in a donor funded-project, such as those funded by the World Bank or African Development Bank;
c) Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
d) Experience/ skills working in teams and in a multi-cultural environment;
e) Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
f) Prior participation in short training courses on the World Bank and familiarity with procurement policies, evaluation procedures and reporting, as well as preparation of specific documents based on World Bank standards and models will be an advantage;
g) Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy; and
h) Upholding of anti-corruption and anti-bribery ethics.
6. Duration of Assignment
The Assistant Procurement Specialist shall be recruited for a period of 1 year, but renewable annually subject to satisfactory performance, need and availability
of funding.
7. Facilities to be provided by the Client
The following shall be provided by the client: office space, furniture, and office equipment, communication, and internet facilities. For all field related assignments, the Project shall provide transport and costs and other expenses (per Diems etc.) related to the field work.
8. Location of Employment
The Specialist will be based at the PMU Office in Lilongwe but would be required to travel regularly to field where the MRDRMPis implementing its activities.
9. Mode of Application
The Ministry of Water and Sanitation now invites eligible individuals (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.
The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 Revised November 2017 and August 2018 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.
A Consultant will be selected in accordance with the Individual Consultant (INDV) selection method set out in the Procurement Regulations.
Further information can be obtained at the address below during office hours from 7:30hours to 12:00hours and from 13:00hours to 16:30hours except on Weekends and Public Holidays.
Method Of Application
Interested individuals meeting the stated requirements should submit their Expressions of Interest including updated detailed Curriculum Vitae (CVs) and copies of professional certificates in written form to the address below (in person, or by mail, or by e-mail) by Friday,5th September, 2022 on or before 16:30 hours, local time.
The Program Coordinator
Malawi Watershed Services Improvement Project
Ministry of Water and Sanitation
Opposite Lilongwe Town Hall, at the Roundabout
Floor/ Room number:Room 4
Private Bag A192
Lilongwe, MALAWI
(Attention: Procurement Officer)
Applications may be e-mailed as one document in PDF format to: procurement.pmumw@gmail.com Copy: skazembe@gmail.com and kadewere@yahoo.co.uk