Procurement Specialist

Ministry of Gender, Children, Disability and Social Welfare



Country: Malawi

Name of Project: Investing in Early Years for Growth and Productivity

Grant No: IDA -D4000

Reference No.: MW-MGCDSW-106684-CS-INDV

Date of Issue: 27th March, 2019

The Government of Malawi has received financing from the World Bank towards the cost of the Investing in Early Years for Growth and Productivity in Malawi and intends to apply part of the proceeds for consulting services as a Procurement Specialist for the Project.

The Procurement Specialist shall be reporting to the Project Coordinator, with regular consultation with the Procurement Unit, and will have the following responsibilities.

• Timely processing of procurement solicitation documents and the procurement of goods, works and services and the management of contracts in the implementation of the Project in accordance with the project legal document(s),
• Ensure that all indications of unethical practices in procurement/contract management, and/or signs of inconsistencies with the legal document(s) and the World Bank’s Procurement Regulations are addressed and as needed brought to the attention of the Project Facilitation Team Coordinator;
• Assist the Project Facilitation Team Coordinator to communicate with all Implementing Agents for the IEY project, provide guidance to, and train officers involved in the procurement of goods, works, and services regarding the specific procurement procedures in accordance with the World Bank Regulations and country laws governing the project procurement;
• Prepare and ensure the implementation of a set of service standards for procurement processes for the project based on the legal documents governing procurement of goods and services for the project,
• Establish and maintain a procurement records system, including maintaining of contracts register with complete “paper trail” of procurement and implementation of each contract from planning, to the procurement process and contract awards/extensions, until contract completion;
• Prepare and update the general and detailed procurement plans in consultation with the various stakeholders for the project,
• Prepare for publication of procurement notices such as the General Procurement Notice (GPN), Request for Expression of Interest, Invitation for Bid and the Contract Awards notices in Systematic Tracking of Exchanges in Procurement (STEP) and local media of high circulation in accordance with the applicable laws;
• Prepare quarterly procurement and contract implementation monitoring reports using the formats in accordance with the agreed-upon legal document(s), and ensure that the reports are submitted to the Project Facilitation Team Coordinator for submission to the Bank through STEP and relevant authorities in a timely manner;
• Draft correspondences on procurements requesting internal management review and approval of, and required clearances and approvals as shown in the procurement plan;
• Provide technical support to the PFT in the various procurement selection steps of the procurement cycle and ensure compliance to the applicable procedures and guidelines;
• Take lead in handling bidders and consultants’ complaints and debriefings by ensuring that they are all addressed adequately and in a timely manner and to maintain a complaints database;
• Ensure that adequate arrangements exist for contract administration, implementation and supervision and on the performance of suppliers, contractors and consultants in all contracts under the project;
• Ensure timely payments to suppliers/contractors of goods, works and services in accordance with the signed contract, as well as to ensure that suppliers/contractors honor all the contractual obligations and terms and conditions of contracts, submitting required advance payment guarantees, meeting agreed delivery schedules and payment of due insurance premiums,
• From time to time, review and implement improvements to the institutional procurement arrangements to ensure timely and cost effective procurement is undertaken under the project.

The Specialist shall be recruited for a period of five (5) years, but renewable annually subject to satisfactory performance

The Ministry of Gender, Children, Disability and Social Welfare and the Department of Nutrition, HIV and AIDS now invite 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 shortlisting criteria are.

• A Master’s Degree in Procurement, Supply Chain Management, Engineering, Business Administration, Economics or Public Administration or related professional qualification with at least 5 years general experience in procurement function;
• Prior familiarity with procurement policies, and regulations of development partners and the preparation of specific standard procurement documents on World Bank and knowledge of preparation of bid evaluation reports and new procurement reporting (Systematic Tracking of Exchanges in Procurement) will be an added advantage;
• Good command of English (speaking and writing);
• Good report writing skills,
• Must have working knowledge of Government of Malawi Public Procurement laws and procedures;
• Good computer skills in using office applications;
• Skills of working in a team and in a multi-cultural environment.

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” July 2016 Revised November 2017 and August 2018 (“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 Business Days from 08.00 to 12.00; 13.00 to 16.30 hours.

Expressions of interest, including updated detailed curriculum vitae and copies of academic and professional qualifications, must be delivered in a written form to the address (b) below (in person, or by mail, or by fax, or by e-mail) by 11th April, 2019.

Addresses referred to above are:

a) For information and clarifications.
Internal Procurement and Disposal Committee Secretary
Ministry of Gender, Children, Disability and Social Welfare
Capital Hill, Room 130, Floor 3
P/Bag 330
Capital Hill Circle
Lilongwe 3.
Telephone: +265 (0) 1 776 096
Email address: cc

b) The Expression of Interests should be addressed to
Att.: The Chairperson
internal Procurement and Disposal Committee
Ministry of Gender, Children, Disability and Social Welfare
Capital Hill Circle
P/Bag 330
Capital City

The Chairperson,
Internal Procurement and Disposal Committee (IPDC)
Ministry of Gender, Children, Disability and Social Welfare
capital Hill Circle,