Procurement Specialist

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NAME OF PROJECT: Malawi Education Reform Program Project (MERP)
ASSIGNMENT TITLE: Procurement Specialist
DATE OF ISSUE:…. December 2021

1. Background

Malawi Government has received financing from the World Bank toward the cost of the Malawi Education Reform Program Project (MERP) and intends to apply part of the proceeds for consulting  services.

2. Objective of the Assignment

The objective of the assignment is to ensure timely procurement of goods, works, consulting and non-consulting services required for project implementation in strict adherence to the World Bank’s Procurement Regulations as well as, efficient and effective management of all related service contracts and other instruments under the MERP.

3. Scope of Services

The Procurement Specialist will be will be part of the core Project Facilitation Team (PFT) and will be responsible for carrying out project procurement activities, record keeping and documentation in line with the World Bank Procurement Regulations, including the planning and implementation and
supervision of all procurement operations under the project.

Specifically, the Procurement Specialist will perform the following duties:

a. Coordinate the preparation and updating of Project’s Annual Procurement Plan, bid solicitation documents, contracts and procurement activity cycle schedules, 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 user departments and technical specialists;

b. Manage bid clarifications, bid opening and bid evaluation for procurement of goods, works, consultancy and non-consultancy services;

c. Ensure that the World Bank Procurement Tracking System for monitoring of the Project procurement activities (STEP) is updated and used in real time;

d. Participate in procurement meetings including Internal Procurement and Disposal Committee (IPDC) meetings, pre-bid meetings, contract award negotiations, contractperformance progress meetings, etc

e. 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, of Quarterly procurement progress reports; prepare reports on procurements for various stakeholders of the Project;

f. 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 approach and for the Request for Quotations; i) Coordinate andensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required;

g. Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings;

h. Participate in contract monitoring, pre-shipment and pre-delivery inspections;

i. Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or
consultants, in keeping with appropriate guidelines;

j. Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), when required;

k. 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;

l. Preparation of evaluation reports, contracts, award notices and other procurement and contractual
documents as required;

m. Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.

n. Ensure compliance with procurement methods and prior review thresholds applicable to the project;
o. Ensure all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank Procurement Regulations; and Government of Malawi
PublicProcurement and Disposal of Assets Act 2017, where applicable;

p. Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds;

q. Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files and uploaded in STEP.

r. Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;

s. Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;

t. Preparation of Procurement Post Review registers, attending Procurement Post Review meetings and
response to comments on issues raised;

u. Undertake procurement processes using Shopping procedures and any other procurement methods as
assigned from time to time;

v. Advise the Ministry on processes for Board of Survey for disposal of unrequired stores and equipment including actual disposal;

w. Maintain databases and keep procurement records of the goods, works and consultancies procured for the purposes of the Project; and carry out any other relevant periodic duties that may be assigned by the Project Implementation Coordinator from time to time.

4. Reporting Requirements

The Procurement Specialist will be directly reporting to the Program Coordinator and will also be responsible for supervision of the Assistant Procurement Specialist. The following are some of the required reports the 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.

5. Qualifications

The candidate should meet the following minimum

a. BSc in Procurement, Supply Chain Management or any other relevant discipline (e.g. Business Administration, Law, Project Management, and Engineering) andMaster’s Degree in Procurement or related fields will be an added advantage;

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

c. A minimum of five (5) years of post-qualification experience in procurement and contract management in the public sector and at least three (3) 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. Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy;

h. Upholding of anti-corruption and anti-bribery ethics.

6. Duration of Assignment

The duration of assignment is 4 years, but the contract shall be renewable annually subject to satisfactory performance.

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 Procurement Specialist will be based at the MoE or any of its designated offices in Lilongwe but would be required to travel regularly to other relevant agencies where the MERP is implementing its activities.

9. Mode 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 fax, or by e-mail) by Monday, 20th December 2021 on or before 10:00 hours, local time.

The Chairperson, Internal Procurement and Disposal Committee (IPDC)

Ministry of Education-Headquarters Building

Capital Hill,

Private Bag 328, Lilongwe 3

Phone: +265 (0) 1 789 422


CC. The Deputy Director, Procurement and Disposal Unit

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