Recruitment of Procurement Specialist — Ethiopia DRIVE Project

REQUEST FOR EXPRESSIONS OF INTEREST

RECRUITMENT OF PROCUREMENT SPECIALIST

FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA, MINISTRY OF TRADE AND REGIONAL INTEGERATION

DE-RISKING, INCLUSION AND VALUE ENHANCEMENT OF PASTORAL COMMUNITIES IN THE HORN OF AFRICA (DRIVE) PROJECT

Project ID: P176517

Assignment Title: Procurement specialist for the De-Risking, Inclusion and Value Enhancement of Pastoral Communities in the Horn of Africa (DRIVE) Project

(Procurement Ref. ET-MOTRI-ETH-531977-CS-INDV)

The Government of Ethiopia has received financing from the World Bank toward the cost of the De-Risking, Inclusion and Value Enhancement of Pastoral Communities in the Horn of Africa (DRIVE) Project and intends to apply part of the proceeds for recruitment of the Procurement Specialist.

• OBJECTIVES OF THE ASSIGNMENT:

The objective of the assignment is to obtain the services of a highly qualified procurement specialist(Individual Consultant) who will assist De-Risking, Inclusion and Value Enhancement of Pastoral Communities in the Horn of Africa (DRIVE) Project as well as Building Opportunities for Optimized Trade and Investment for Growth(BOOST) project for an efficient processing of procurement and contract administration as well as to provide all the necessary support to procurement staff in the project beneficiary institutions on international as well as national procurement of goods, works and services.

• RESPONSIBILITIES

In close consultation with the Project Coordinator, the Procurement Specialist will be responsible for the project procurement which includes inter alia, procurement planning, preparation of procurement documents, conducting evaluation, award and contract administration as well as overall monitoring of the procurement progress and ensure compliance in accordance with the World Bank recent Procurement Regulations for IPF; Borrowers, Procurement in Investment Project Financing Goods, Works, Non-Consulting and Consulting Services. The Procurement Specialist is expected to keep in regular contact and maintain a close working relationship with the World Bank and PIU staff, implementing institutions, and other stakeholders of the project.

Specific and key duties and responsibilities include, but not limited to:

• Coordinate the preparation and updating of annual Procurement Plans in STEP, detailing contract packages for work, 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 technical teams.

• Ensure only activities approved in the PPSD and AWP&B subsequently entered and approved through STEP procurement plan are processed under the project.

• Ensure that the World Bank Procurement Tracking System for monitoring of the Project procurement activities (STEP) is updated and used in real time. Support the preparation of Terms of Reference (TOR).

• Ensure timely preparation of Request for Expression of Interest (REOI), Short listing, Invitation for Bid, Specifications, and Procurement documents for Works, Goods, and related supplies and consultant services.

• Lead the opening bids for the procurement of works, goods and non-consulting services, and proposals for consulting services; and in the recording and drafting of the Minutes of Bid/proposal opening. If required, provide clarification to queries regarding procurement documents raised by prospective bidders/proposers.

• Maintain detailed bid opening records and ensure prompt dissemination of opening minutes to all bidders and the World Bank.

• Coordinate/conduct the bid/proposal evaluation process and thereafter prepare the bid/proposal evaluation report for submission to the relevant authorities for approval.

• Provide technical support and guidance to other implementing agencies in all aspects of procurement of work, goods, non-consulting services and consulting services.

• Initiate and coordinate training for implementing agencies in procurement with particular focus on the World Bank procurement policy and procedures.

• Monitor procurement in implementing activities to ascertain compliance with the World Bank and GoE procurement regulations.

• Manage contracts after signature and assist implementing agencies to manage their own contracts.

• Attend to all audit queries on procurement.

• Develop a procurement processing, monitoring and reporting system and take a lead in the preparation of quarterly reports on the status of procurement activities of the Project.

• Initiate the settlement of disputes with contractors/suppliers and follow upon shortages and defective supplies/services/works that are in breach of contract provisions.

• Receive bidders’ and consultants’ complaints and closely work with the relevant officials and staff for the proper and timely addressing of the complaints.

• Disseminate WB Procurement Regulations, project procurement manuals and standard procurement documents/RFPs for procurements of works, goods and consultancy services. Support implementing agencies in producing draft procurement documents and evaluation formats as per the World Bank’s Standard Procurement Documents in line with the agreed procurement arrangements set in the procurement plan.

• Review goals, accomplishments, and overall project performance at key stages and provide feedback for further action.

• Participate in different supervision and support missions; identify the progress, procurement challenges and recommendation to improve the implementation of procurement.

• Carry out effective coordination and timely delivery of and put systems in place to guide procurement management and monitor the performance of procurement activities across implementing agencies.

• Coordinate closely with the concerned bodies and assist implementing agency in fulfilling their responsibilities for smooth and successful completion of procurement activities and making periodic monthly progress reports of deliverables.

• Ensure PIU and implementing agencies are keeping proper documentation of all the procurements being implemented under the DRIVE Project and review action plans/schedules and resources required for maintaining the procurement administration, monitoring and reporting systems.

• Render technical assistance to implementing agencies to enhance capacity in procurement and supervision procedures and current standards as well as in other key procurement management systems and areas of expertise as and when required.

• Establish and implement procurement monitoring and supervision system at MoTRI to regulate the overall Project management and implementation of DRIVE Project related to Capacity building. This includes working with the implementing agencies’ technical team as and when required.

• Assist in settling any minor contractual disputes between suppliers and implementing agencies and inform relevant authorities at the earliest opportunity of any challenges or potential problem(s) which may arise from procurements of consultants, goods and works and recommend possible solutions.

• Organize meetings and/or consultative forums as required with the implementing agencies and other partners for the successful completion of the Project.

• Ensure that proper maintenance of files and Procurement/contract Register are up to date.

• Follow up the timely receipt of goods and reports by suppliers and consultants in accordance with their respective contracts.

• Collaborate and closely work with other PIU staff; and

• Present monthly technical reports and perform any other duties assigned by the Project Coordinator.

• Update/Prepare PPSD (Project Procurement Strategy for Development).

• Perform other procurement-related tasks as assigned by the PIU Project Coordinator.

• DELIVERABLES AND REPORTING

The Consultant will deliver the following reports:

• Project Annual Procurement Plan and periodic updates of the same.

• Procurement Documents and Reports (Bidding documents, Request for Proposals, Evaluation Reports, Contracts, etc)

• Monthly, Quarterly, Semi-Annual and Annual procurement reports as inputs to the Project Management Reports and, in addition, will prepare other reports, as and when needed.

• DURATION OF THE ASSIGNMENT

The duration of the assignment/service is for one year, with 3 months’ probation period; and the contract is extendable for an additional year depending on the satisfactory performance of the Procurement Specialist in the contract duration.

• REQUIRED QUALIFICATION AND EXPERIENCE

The Procurement Specialist should be required to fulfill the following qualifications.

Qualifications and Skills

• Master’s degree in procurement and supply chain management from reputable university or in a related field such as (Commerce, Business Administration, Economics, Engineering, accounting, management).

• Postgraduate training in procurement or a professional qualification in procurement is an added advantage.

• Minimum of 8 years of post-qualification experience in implementing procurement actions according to international organizations procurement standards.

• Fluency in English language both written and oral.

• Good knowledge of Microsoft Office applications – MS Word, MS Excel, MS project and any other application relevant to procurement skills is required.

• Excellent report and correspondence in writing and presentation skills.

• Proven networking and team-building skills to work with a variety of internal and external stakeholders.

• Knowledge in Project management and trade and livestock sector in Ethiopia will be an added advantage; and

• Excellent change management skills and strong commitment to sharing procurement and contract management related expertise and experience in order to develop others.

Work Experience

• At least 5 years of specific procurement experience in IDA financed Projects, thorough understanding of World Bank’s, and the Federal Government