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Project Procurement Specialist at Roads Authority

  • Full Time
  • Lilongwe
  • Applications have closed
  • Salary: 00

Roads Authority

(Appointment Type: Local Hire)


1. Background

The Government of Malawi (GoM) through the Ministry of Finance (MoF) has applied for financing toward the cost of the Resilient and Strategic Transport Operational Enhance Project (RESTORE). The Roads Authority (RA) as the implementation agency intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Project Procurement Specialist.

The RA invites applications from suitably qualified and interested candidates to fill the position of Project Procurement Specialist, recruited as an individual consultant following World Bank Procurement Regulations dated September 2023.

Position Title: Project Procurement Specialist (1 Position)

Time Commitment: 100%

Accountable: Project Coordinator

Duration of Assignment: 5 years

2. The Objectives of the Assignment

The overall objective of the assignment is to manage the procurement activities under the project in adherence with the World Bank’s Procurement Regulations for IPF Borrowers dated September 2023.

3. Duties and Responsibilities

The Project Procurement Specialist will be responsible for the overall management of project procurement activities as part of the project implementation arrangement, in accordance with World Bank procurement procedures, including the planning, implementation and supervision of all procurement operations under the project.

Specifically, the Project Procurement Specialist will perform the following duties:

a) Coordinate the preparation and updating 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 in consultation with the Project Manager and all technical teams;
b) Ensure that the World Bank’s Procurement Planning and Tracking System (STEP) which is used to prepare, clear and update procurement plans and conduct all procurement transactions for
the Project is timely updated and used in real time;
c) Timely procurement of goods, non-consulting services and works through preparation of all procurement documentation including Bidding Documents, Request for Quotations, Request for Bids,
Procurement Notices, Bid Opening and Evaluation sessions and preparation of Bid Evaluation Reports;
d) Use the World Bank’s Standard Procurement Regulations to prepare 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) Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
f) Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings;
g) Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
h) Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), when required;
I) In cases of procurement actions requiring IDA “No Objection”, coordinate 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;
j) Prepare evaluation reports, contracts, award notices and other procurement and contractual documents as required;
k) Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods;
l) Ensure compliance with procurement methods and prior review thresholds applicable to the project;
m) Ensure all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank Procurement Guidelines; and Government of
Malawi Public Procurement and Disposal of Assets Act 2017, where applicable;
n) Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds;
o) Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files;
p) Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
q) Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
r) Prepare Procurement Post Review registers, attend Procurement Post Review meetings and respond to comments on issues raised;
s) Undertake procurement processes using Request for Quotation procedures and any other procurement methods as assigned from time to time;
t) Advise the Ministry on processes for Board of Survey for disposal of un-required stores and equipment including actual disposal;
u) Provide necessary collaboration to the internal and external control bodies in carrying out inspections and audits to be made to the project;
v) Supervise the assistant procurement specialist hired within the PIU
w) Prepare Quarterly procurement progress reports; and
x) Carry out any other relevant periodic duties that may be assigned by the Project Coordinator from time to time.

4. Performance Criteria

The following performance criteria will be used to assess the performance of the Procurement Consultant at annually and based upon these assessments the contract with the Project may be continued or terminated:

a) Quality and timeliness of procurement plans;
b) Quality of documentation submitted for prior review;
c) Quality of procurement filing;
d) Quality of documentation submitted during post reviews;
e) Quality and timeliness of required reports; and
f) Quality and timeliness of STEP uploads.

5. Reporting Requirements

The Project Procurement Specialist will be directly reporting to the Project Coordinator and will also be responsible for supervision of the other procurement officers in the PIU. The following are some of the required reports the Project Procurement Specialist will be expected to be preparing:

a) Project annual Procurement Plan and periodic updates of the same.
b) Minutes of meetings held throughout the procurement process, including short-listing, evaluation, interview and negotiation and bid openings all duly signed by panel members/participating parties.
c) Procurement Documents and Reports (Bidding documents, Request for Proposals, Evaluation Reports, Draft Contracts, etc.)
d) Monthly, Quarterly, Semi-Annual and Annual procurement reports as inputs into the Project Management Reports (within 2 weeks from the end of the review period) and, in addition, will prepare
procurement reports during support missions.
e) Monthly timesheets to identify time spent.

6. Qualification and experience

The candidate should meet the following minimum qualifications:

a) BSc in Procurement or any other relevant discipline (e.g. Business Administration, Law, Project Management, and Engineering) and those with Master’s Degree in Procurement or related fields will
have an advantage;
b) A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS);
c) A minimum of eight (8) years of post-qualification experience in procurement and contract management in the public sector and at least five (5) years’ work experience in a donor funded-project such as those funded by the World Bank or African Development Bank or other international donors;
d) Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
e) 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;
f) Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
g) Proven analytical skills, including the ability to provide insightful analysis on hiring;
h) Ability to work in teams and articulation with public and private entities;
I) Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy;
j) Upholding of anticorruption and anti-bribery ethics.

7. Duration of the assignment

The assignment is for an initial period of one year in the Project Preparatory Activities and will thereafter be extended for the entire period of project implementation of 5 years. The contract will be renewable annually subject to satisfactory performance, need and availability of funding.

8. Facilities to be provided by the Client

The Client will provide office space, furniture, 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 fieldwork.

9. Location of Employment

The Procurement Specialist will be based at the PIU Office in Lilongwe but would be required to travel regularly to other relevant field offices where the Project is implementing its activities.

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 must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by Thursday, 29th March, 2024 on or before 10:00 hours, local time.

The Project Coordinator,

Resilient and Strategic Transport Operational Enhance Project

Roads Authority

Functional Buildings

Private Bag B346

Lilongwe 3, Malawi.

(Attention: The Procurement Manager)