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)
CREDIT NO./GRANT NO.: IDA-65680/IDA-D5780
ASSIGNMENT TITLE: INDIVIDUAL CONSULTANT AS TECHNICAL ASSISTANT ON PROCUREMENT
REFERENCE NO.: MW-MOAIWD-323104-CS-INDV
DATE OF ISSUE: 14th November 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.
The MRDRMP is anchored firmly within the objectives of the Malawi National Resilience Strategy (2018), directly supporting all the key pillars as follows:
1. Resilient agricultural growth;
2. Risk Reduction, Flood control, and early warning systems;
3. Human capacity, livelihoods and social protection; and
4. Catchment protection and management.
The project will be managed by a Program Management Unit (PMU) under the Ministry of Water and Sanitation. The PMU structure will include a multisector technical team comprising staff from various ministries and departments attached to the project as well as a team of fiduciary consultant staff recruited to support the implementation of the MRDRMP and the Malawi Watershed Services Improvement Project which is a sister project to be managed by the same PMU and headed by a Program Coordinator. The MRDRMP and MWASIP shall form one technical and fiduciary team to work together on the two projects as a program.
The Ministry of Water and Sanitation therefore intends to apply part of these proceeds from the credit and grant to recruit an individual consultant to take up assignment of Technical Assistant (on Procurement) to be positioned in the Program Management Unit (PMU) for the Malawi Resilient and Disaster Risk Management Project (MRDRMP) as guided by
these Terms of Reference (ToRs).
1. Objective of the Assignment
The Technical Assistant will be responsible for carrying out project procurement activities, record keeping and documentation in line with relevant financing agreements including specific provisions of the World Bank procurement procedures and guidelines including the planning and implementation and supervision of all procurement operations under the project.
1. Scope of Services
The Technical Assistant will be responsible for carrying out project procurement activities, record keeping and documentation in line with relevant financing agreements including specific provisions of the World Bank procurement procedures and guidelines including the planning and implementation and supervision of all procurement operations under the project. Specifically, the Technical Assistant will perform the following duties:
1. 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 all TTs;
2. Ensure that the World Bank Procurement Tracking System for monitoring of the Project procurement activities (STEP) is updated and used in real time;
3. 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;
4. Using the World Bank’s Standard Procurement Regulations 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;
5. Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
6. Provide secretarial services to Short-listing, technical/financial evaluation and during contract negotiation meetings;
7. Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
1. Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), when required;
2. 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;
3. Preparation of evaluation reports, contracts, award notices and other procurement and contractual documents as required;
4. Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.
5. Ensure compliance with procurement methods and prior review thresholds applicable to the project;
6. 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;
7. Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds are submitted and/or renewed on time and as required;
8. Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files.
9. Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
10. Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
11. Preparation of Procurement Post Review registers, attending Procurement Post Review meetings and response to comments on issues raised;
12. Undertake procurement processes using Shopping procedures and any other procurement methods as assigned from time to time;
13. Advise the Ministry on processes for Board of Survey for disposal of un-required stores and equipment including actual disposal;
14. Preparation of Quarterly procurement progress reports; and
15. Carry out any other relevant periodic duties that may be assigned by the Program Coordinator from time to time.
4. Reporting Requirements
The Technical Assistant will be directly reporting to the Program Coordinator and will also be responsible for supervision of the other Procurement Officers in the secretariat, the MRDRMP implementing agencies and their field offices (17 Districts) where the MRDRMP is
implementing its activities.
5. Qualifications
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 candidate should meet the following minimum qualifications:
I. 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 supply chain or related field will have added advantage;
ii. A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS);
iii. A minimum of Eight (8) years of post-qualification experience in procurement and contract management in the public sector;
iv. A minimum of 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;
v. Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
vi. 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;
vii. Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
viii. Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy; and
ix Upholding of anti-corruption and anti-bribery ethics.
6. Duration of Assignment
The Technical Assistant shall be recruited for a period of one year (1) year.,
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 Technical Assistant will be based at the PMU Office in Lilongwe but would be required to travel regularly to field where the MWASIP is 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” dated November 2020 (“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 7:30hrs to 12:00hrs and from 13:00hrs to 16:30hrs 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, 28th November 2022 on or before 16:30 hours, local time.
The Program Coordinator
Malawi Resilience and Disaster Risk Management 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: Stevie.Kazembe@mwasip.mw and Peter.Kadewere@mwasip.mw