Ministry of Energy
REQUEST FOR EXPRESSION OF INTEREST (INDIVIDUAL CONSULTANTS)
COUNTRY: MALAWI
NAME OF PROJECT: ACCELERATING SUSTAINABLE AND CLEAN ENERGY ACCESS TRANSFORMATION IN MALAWI (ASCENT MALAWI) PROJECT
PROJECT ID: P502464
ASSIGNMENT TITLE: PROCUREMENT SPECIALIST
DATE OF ISSUE: 24TH FEBRUARY, 2025
1.0 Introduction
The Government of Malawi is currently implementing the Accelerating Sustainable and Clean Energy Access Transformation in Malawi (ASCENT Malawi) Project with funding from the World Bank. The project development objective is to increase clean and sustainable energy access in Malawi, aligning with ASCENT’s Program Development Objective of increasing clean and sustainable energy access in Eastern and Southern Africa. The project has five components but, the Ministry of Energy (MoE) will implement components 2,3,4; Off-grid Connection through Solar Home System; Energy Access for Schools and Health Facilities; and Clean Cooking Solutions, respectively; and Sub-component 5.1, Technical Assistance and Capacity Building. The MoE intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Procurement Specialist.
2.0 The Position
The Procurement Specialist is part of a larger Project Implementation Unit, which comprises the Manager and other specialists. The Procurement Specialist will be responsible for managing the procurement activities under the project in adherence to the Government of Malawi and World Bank procurement procedures and guidelines, including the planning and implementation and supervision
of all procurement operations under the project.
3.0 Tasks and Responsibilities.
The Procurement Specialist’s scope of assignment encompasses providing technical expertise and leadership in the planning, implementation, and oversight of procurement activities. He/ She will work under the supervision of the Project Manager in the Ministry’s Project Implementation Unit (PIU) and collaborate with relevant stakeholders to ensure compliance with the Government of Malawi and
World Bank procurement procedures and guidelines.
The Procurement Specialist shall, inter alia, undertake the following tasks:
3.1. Specific Tasks
a. To ensure that all procurement aspects of the project are implemented to the highest standards of
quality in accordance with World Bank procurement regulations.
b. To provide technical expertise and leadership in the planning, implementation, and oversight of
procurement activities.
c. To identify procurement risks and prepare mitigation strategies.
d. To ensure strict adherence to the World Bank Procurement Regulations and applicable national
procurement laws.
3.2 Scope of the Services
In accomplishing the assignment, the Procurement Specialist will:
a) Coordinate the preparation of 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;
b) Monitor procurement implementation and update the procurement plans annually and whenever it
becomes necessary to do so;
c) Prepare procurement documentation for goods including the preparation of 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;
d) Prepare procurement documentation for consulting services including liaising with the technical teams on the preparation of Terms of References, the preparation of requests for Expressions of Interest
(EOI), advertisements, evaluating EOIs, preparing Request for Proposal documents, evaluating proposals, obtaining the necessary clearances from the World Bank where required, assisting in contract negotiations, preparing minutes of negotiations, draw-up draft contracts and making arrangements
for contract signing, and distributing to the appropriate authorities;
e) Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
f) Ensure all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the ESMAP Grant Agreement; the World Bank Procurement Guidelines; and Government of Malawi Public Procurement and Disposal of Assets Act 2017, where applicable;
g) Ensure compliance with procurement methods and prior review thresholds applicable to the project;
h) Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or
consultants, in keeping with appropriate guidelines;
i) Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods;
j) Coordinate the acquisition of Bank’s No Objections using the World Bank procurement tracking
system STEP (Systematic Tracking of Exchanges in Procurement) where applicable and make follow-
ups where necessary;
k) In addition to STEP (the Bank’s procurement tracking system), set up a simple procurement
management tracking system that would monitor the implementation of procurement activities;
l) Establish and maintain a Project procurement filing system, and ensure all related documents
are included in the respective files, to ensure ease of retrieval of information and the ease of following
the paper trail of procurement by external auditors, other authorised agents and/or the World Bank staff
during post-procurement reviews (PPRs);
m) Assess procurement risks regularly and implement mitigation measures as necessary
n) Train and provide technical guidance to project staff on procurement policies and procedures.
o) Supervise the Procurement Officer to ensure he/she is able to document all Procurement and other
activity processes in the project.
p) Carry out any other relevant periodic duties that may be assigned by the Project Manager from time to time.
4.0 Qualifications and Experience:
i. A Bachelor’s Degree in either Procurement or any other relevant discipline (e.g. Project Management,
Engineering, Economics, Business Administration, Law) with minimum of five (5) years post graduate experience in procurement, and contract management in the public sector). A Master’s Degree will be an added advantage.
ii. A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS) or any procurement related short courses on donor financing procurement.
iii. Minimum three (3) years work experience on donor funded projects is a must
iv. Must have good knowledge of procurement policies and procedures of the World Bank; as well as good knowledge of the institutional, technical, and commercial aspects of procurement.
v. Excellent skills in project management, negotiation, written and oral communications, and team work
demonstrated in previous jobs; and
vi. Strong familiarity with procurement software and tools.
vii. Ability to work under pressure and handle multiple tasks simultaneously.
viii. High degree of integrity, accountability, and transparency.
ix. Strong analytical and problem-solving capabilities.
5.0 Performance Assessment Criteria
i. Quality and Timeliness of Procurement Plans
ii. Compliance with World Bank Procurement Guidelines
iii. Quality and Timeliness of Documentation Submitted for Post and Prior Reviews
iv. Quality of Procurement Filing and Record-Keeping
v. Efficiency in Procurement Process Management
vi. Risk Management and Problem Solving
vii. Quality and Timeliness of Procurement Reports
viii. Improvement in the Capacity of Project Staff on Procurement issues
ix. Quality and Timeliness of STEP Updates
6.0 Location of Employment
The Procurement Specialist will be based at the PIU Office in Lilongwe which is located within the Ministry of Energy where ASCENT is implementing its activities.
7.0 Duration of Employment
The Contract is a period of five years renewable annually subject to satisfactory performance, need and availability of funding.
8.0 Reporting Requirements
As a member of the Project Implementation Unit (PIU), the Procurement Specialist shall report to the Project Manager.
9.0 Services and facilities to be provided by the Client
The client will provide the following services and facilities to the Consultant
i. Office space
ii. Office equipment
iii. Communication facilities
iv. Logistics for field work
10.0 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” dated September 2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.
11.0 A Consultant will be selected in accordance with the Individual Consultant selection method set out in the Procurement Regulations.
12.0 Further information can be obtained at the address below during office hours from 7:30hrs to 12:00hrs and from 13:00hrs to 17:00hrs except on Weekends and Public Holidays.
Method Of Application
13.0 Expressions of interest including detailed updated Curriculum Vitae and copies of professional and academic certificates must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by 23rd March, 2025.
The Chairperson-Internal Procurement and Disposal of Assets Committee
Attn: The IPDC Chairperson
Ministry of Energy,
Private Bag 309,
LILONGWE 3.
Tel: +265 1 770 688
Fax: +265 1 770 094
Email: info@energy.gov.mw or E-mail: victor.lombola@energy.gov.mw; misheck.maweru@energy.gov.mw