Procurement Specialist

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: 8th May, 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. There are five main components to be implemented under ASCENT.

Three components will be implemented by the Ministry of Energy while two components will be implemented by ESCOM. The two components under ESCOM, are Last Mile Grid Connection and
Technical Assistance and Capacity Building.

2.0 The Position

The Procurement Specialist (PS) will be responsible for ensuring compliance with the requirements of the project’s procurements as outlined in the World Bank procurement guidelines and ensure timely implementation of the project. Specifically, the PS shall be responsible for the day-to-day execution of all activities related with procurement under ASCENT.

The PS will be a competitively recruited individual consultant who will be working within the Project Implementation Unit and will be reporting directly to the Project Senior Procurement Specialist (SPS). The Specialist will, at a minimum, on a monthly basis, assist the SPS in the preparation of progress reports to the Project Manager, highlighting a synthesis of progress against planned actions, key challenges, and proposed management decisions.

The PS will assist in this process through supporting the delivery of timely reports.

3.0 The Objective of this Assignment:

Supporting the Senior Procurement Specialist, the Procurement Specialist will be responsible for the execution 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.

4.0 Scope of the Assignment

4.1 Duties and Responsibilities

The Procurement Specialist will be responsible for the execution of all processes of procurement and contracts management for the implementation of the project including providing support to the Senior Procurement Specialist and the entire PIU in all procurement related activities.

4.2 Specific Tasks

a. Preparing and updating the Project’s 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 and use it to implement and monitor Project Procurement activities;
b. Liaising with the PIU for transparent and effective monitoring and coordination of project activities;
c. Facilitating timely procurement of goods, consulting and 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 Report.
d. Preparing Bidding Documents using the World Bank’s Standard Solicitation Documents, and prepare other Solicitation Documents using formats acceptable to the Word Bank;
e. Updating the World Bank’s Procurement Tracking system for monitoring project procurement activities (STEP).
f. Collaborating with the Project’s Safeguards Experts to ensure that environmental and social considerations, such as Environment Health and Safety (EHS) and Gender Based Violence/Sexual Exploitation and Abuse/Sexual Harassment, are included in Bidding Documents and Clauses in
Contractors’ Contracts;
g. Coordinating and ensuring timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
h. Providing secretarial services to Shortlisting, technical/financial evaluation and contract negotiation meetings;
i. Coordinating responses to inquiries and communicating the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
j. Preparing the Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), as and when required;
k. In cases of procurement actions requiring Bank’s “No Objection”, coordinating the submission of procurement documents to the Bank, monitoring the Bank’s response time on issuing “No Objections” at different levels of the procurement process and making follow-ups accordingly;
l. Drafting evaluation reports, contracts, award notices and other procurement and contractual documents as required;
m. Assisting in timely payment of suppliers, contractors and consultants and also ensuring that contractual obligations such as payment guarantees, insurance premiums and performance bonds are fulfilled;
n. Maintaining a central procurement filing system, and ensuring that all related documents are included in the respective files;
o. Assisting with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
p. Update and maintain a database for all suppliers and consultants, and ensuring timely updates of the system;
q. Preparing Procurement Post Review registers, attending Procurement Post Review meetings and providing responses to comments on issues raised;
r. Drafting quarterly procurement progress reports and contributing to the overall project reporting;
s. Carrying out any other relevant periodic duties that may be assigned by the Project Manager from time to time.

1. Reporting Arrangements

The Procurement Specialist will operationally report to directly to the Senior Procurement Specialist and administratively to the Project Manager.

2. Qualifications and Experience for the assignment

The ideal candidate should meet the following minimum qualifications:

a. A Minimum of Bachelor’s Degree in Procurement, Engineering, Economics, Business Administration, Public Administration, Law, or closely related field.
b. A specialized procurement training /short courses such as Management of Donor Funded Projects, procurement of large works, and procurement of equipment.
c. Professional qualification in procurement from recognized institutions such as the Malawi Institute of Procurement and Supply (MIPS) and Chartered Institute of Purchasing and Supply (CIPS) and will be an added advantage.
d. A minimum of seven (7) years post-qualification experience, of which at six (6) years should be specific progressive and continuous experience in procurement and contract management activities under large infrastructure projects funded by International Financial Institutions such as World Bank or other donors.
e. Experience in working in donor funded projects in utility firms will be added advantage
f. Working knowledge of the Government of Malawi’s Public Procurement Law and procedures
g. Knowledge of procurement policies evaluation procedures and reporting, as well as preparing specific documents based on World bank standards and models.
h. Good computer skills and proficiency in the use of Microsoft office (Excel, word, PowerPoint, etc)
i. Highly motivated with excellent planning, analytical, communication and interpersonal skills as well as high level of decision making
j. Good command of English (Speaking and writing) and report writing skills

3. Required Competences

• Understanding of the assignment objectives, effective planning of activities and ability to adjust to changing circumstances.
• Ability to build capacity and train various stakeholders;
• Should have demonstrated leadership skills in working effectively with Clients, contractors and consultants in implementing World Bank related procurement activities.
• Ability to work in a team, develop synergies and establish effective working relations with various stakeholders;
• Full and fluent command of English, including the ability to set out a coherent argument in English report writing, presentations and group interactions.
• Strong interpersonal and communications skills, resourcefulness, initiative, tact and ability to cope with any situation;
• Good working knowledge of Windows-based computing programs, and electronic communication with a specific focus on World Bank STEP environment
• Strong attention to detail and thoroughness in work product.
• Ability to multi-task.
• Ability to work in a team and independently with minimal supervision.
• Ability to work with tight deadlines and deliver exceptional results.
• Openness to change and ability to receive/integrate feedback;

4. Expected Deliverables

The following are some of the required reports and other documents that the Senior Procurement Specialist will be expected to prepare:

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, negotiation, and bid opening 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 ad hoc procurement reports during supervision missions.

5. Performance Criteria

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

Quality and timeliness of procurement plans

a. Quality of documentation submitted for prior review
b. Quality of procurements document filing
c. Quality of documentation submitted during post reviews
d. Quality and timeliness of required reports including minutes of meetings
e. Timely availability to sanctioned meetings

6. Location of Employment

The Procurement Specialist will be based at the PIU Office in Blantyre but will be required to travel regularly to project sites as necessary.

7. Duration of Assignment

The assignment is for a period of Five (5) years subject to annual renewal based on satisfactory performance.

8. Selection Methods

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” of November 2020 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

A consultant will be selected in accordance with individual Consultant (INDV) selection methods set out in the Procurement Regulations

9. 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, and
• For all field related assignments, the Project shall provide PPE, transport and other expenses (per diems etc.) related to the field work.

10. METHOD OF APPLICATION

Expression of interest with detailed Curriculum Vitae (CV) and copies of supporting qualification documents, including names of three traceable referees must be delivered in written form to the address below (in person, or by email, or by mail) NOT later than 16th May, 2025.

Address for submission by email is info@escom.mw

The Chairperson-Internal Procurement and Disposal of Assets Committee
Attn: The IPDC Chairperson
ESCOM House, Annex Building, 1st Floor,
Haile Selassie
P.O Box 2047
Blantyre
MALAWI.