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Procurement Specialist at Malawi COVID 19 Emergency Response and Health Systems Preparedness Project

  • Full Time
  • Lilongwe
  • Salary: 00

Malawi COVID 19 Emergency Response and Health Systems Preparedness Project


Country: Malawi
Name of Project: Malawi COVID 19 Emergency Response and Health Systems Preparedness
Procurement Reference Number : MW-CHSU-332650-CS-INDV
Issue Date: 5th January, 20232


The Government of Malawi is implementing the Malawi COVID-19 Emergency Response and Health Systems Preparedness Project funded by the World Bank (IDA). This is a six year project (April 2000 to December 2025)with the project development objective being to prevent, detect and respond to the threat posed by COVID-19 in Malawi and strengthen national systems for public health preparedness.

The position is tenable at the Public Health Institute of Malawi (PHIM) which is responsible for implementation of COVID-19 response activities in Lilongwe, Malawi.

The Procurement Specialist will be reporting to the Project Coordinator and will have the following specific responsibilities:

  • Preparing Project’s Annual Procurement Plan, detailing contract packages for works, goods and services, the estimated cost for each package, the procurement or selection methods and processing times till completion of each procurement activity, in consultation with the various stakeholders for the project;
  • Monitoring procurement implementation and updating of procurement plans annually and whenever it becomes necessary to do so;
  • Preparing procurement documentation for goods, works and non-consulting services including Specific Procurement Notices (SPNs), Invitation for Bids, advertisements, Request for Quotation documents, organizing and conducting bid openings, evaluation reports, obtaining the necessary approvals and No Objection Letters from the World Bank where required, arranging for the contract signing, and distribution to the appropriate authorities;
  • Preparing procurement documentation for consulting services including liaising with the technical teams on preparing Terms of Reference, Requests for Expressions of Interest (EOI), advertisements, evaluating EOIs and creating shortlists, preparing Request for Proposal documents, evaluating proposals, obtaining the necessary clearances from the World Bank where required, assisting in contract negotiations, minutes of negotiations, draw-up draft contracts and making arrangements
    for contract signing, and distributing to the appropriate authorities;
  • Coordinating and ensuring timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
  • Ensuring all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank’s Procurement Regulations; and Government of Malawi Public Procurement and Disposal of Public Assets Act;
  • Ensuring compliance with procurement methods and prior review thresholds applicable to the project;
  • Coordinating responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with World Bank’s Procurement Regulations;
  • Preparing minutes of bid evaluation panel meetings, and requests for “no objection”, and coordinating arrangements for the negotiation process, where necessary;
  • Coordinating acquisition of Bank No Objections using the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP) where applicable and make follow-ups where necessary, and update procurement records in STEP;
  • Ensuring that all indications of unethical practices in procurement/contract management, and/or signs of inconsistencies with the legal document(s) and the World Bank’s Procurement Regulations are addressed and as needed brought to the attention of the Project Facilitation Team Coordinator;
  • Effectively communicate with all Implementing Agents for the SATBHSSP, provide guidance to, and train officers involved in the procurement of goods, works, and services regarding the specific procurement procedures in accordance with the World Bank Regulations and country laws governing the project procurement;
  • Establishing and maintaining a procurement records system, including maintaining of contracts register with complete “paper trail” of procurement and implementation of each contract from planning, to the procurement process and contract awards/extensions, until contract completion;
  • Preparing monthly, quarterly procurement and contract implementation monitoring reports using the formats in accordance with the agreed-upon legal document(s), and ensure that the reports are submitted to the Project Coordinator for submission to the Bank through STEP and relevant authorities in a timely manner;
  • Drafting correspondences on procurements requesting internal management review and approval of, and required clearances and approvals as shown in the procurement plan;
  • Providing technical support to the Project Implementation Team in the various procurement election steps of the procurement cycle and ensure compliance to the applicable procedures and guidelines;
  • Handling bidders and consultants’ complaints and debriefings by ensuring that they are all addressed adequately and in a timely manner and to maintain a complaints database;
  • Ensuring adequate arrangements exist for contract administration, implementation and supervision
  • and on the performance of suppliers, contractors and consultants in all contracts under the project;
  • Following-up timely processing of payments to suppliers/contractors of goods, works and services in accordance with the signed contract, as well as to ensure that suppliers/contractors honor all the contractual obligations and terms and conditions of contracts, submitting required advance payment guarantees, meeting agreed delivery schedules and payment of due insurance premiums;
  • Reviewing and implementing improvements to the institutional procurement arrangements to ensure timely and cost-effective procurement is undertaken under the project.

The assignment is for a period of 3 years with contract eligible for review and renewal annually subject to the satisfactory performance, need and availability of financing.

The Ministry of Health invites eligible, qualified and experienced individuals (Consultants) to indicate their interest in providing the services. Interested Consultants should submit their Expressions of Interest providing information and demonstrating that they have the required qualifications and relevant experience to perform the services. The shortlisting criteria are:

a. A Bachelor’s Degree in Procurement, Supply Chain Management or any other relevant discipline (e.g. Business Administration, Economics, Law, Project Management, and Engineering). A Master’s degree will be an added advantage.

b. A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS);

A minimum of five (5) years of post-qualification experience in procurement and contract management in the public sector, which includes at least three (3) years’ work experience in donor funded- projects such as those funded by the World Bank or African Development Bank;

c. Working knowledge of the Government of Malawi’s Public Procurement law and procedures;

d. Prior participation in short term training courses on the World Bank procurement policies, standards, guidelines and procedures for Borrowers. This includes familiarity with procurement policies, evaluation procedures and reporting, as well the preparation of specific documents based on World Bank standards and models;

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 (a) below during working hours from 08 – 12 and 13 – 16 hours’ local time (Monday to Friday) except National Public Holidays.
Expression of Interest, including updated curriculum vitae and copies of academic and professional qualifications must be delivered in written form to the address (b) below (in person or by mail) by 12 January, 2022.

Address for information and clarifications:

a) The Project Coordinator,

Ministry of Health, Malawi COVID 19 Emergency Response and Health Systems Preparedness

National TB Control Programme Office at CHSU Compound, Area 3, Mtunthama Road

Email: copy;

b) For Expressions of Interest

The Chairperson, Internal Procurement & Disposal Committee

Ministry of Health, Malawi COVID 19 Emergency Response and Health Systems Preparedness

Private Bag 65, Lilongwe 3


Email: copy;

The Chairperson

(Internal Procurement and Disposal Committee)


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