Job Description
Ministry of Agriculture
MITIGATING FRAGILITY THROUGH THE AFRICA DISASTER RISK FINANCING PROGRAMME IN SOUTHERN AFRICA
REQUEST FOR APPLICATION FOR TO FILL VACANCIES OF ENVIRONMENTAL AND SOCIAL SAFEGUARDS SPECIALIST, INDEX INSURANCE SPECIALIST, FINANCIAL MANAGEMENT SPECIALIST, PROJECT PROCUREMENT SPECIALIST, AND PROJECT OFFICE ASSISTANT UNDER ADRIFI II PROJECT
1. Background
The Government of Malawi has secured funds from the Prevention Envelope of the Transition Facility of the African Development Bank, amounting to USD 21 million to implement the Multi-National Project “Mitigating Fragility through the Africa Disaster risk Financing Programme (ADRiFi) in Southern Africa: Malawi and Zimbabwe” from 2024 to 2028.
The main objective of the project is to enhance resilience and adaptation to climate disaster risks for vulnerable communities in Malawi and Zimbabwe.
The project which will be implemented by the Ministry of Agriculture in collaboration with the Department of Disaster Management Affairs has been designed to contribute towards building national resilience to disasters and address prioritised effects of the 2023 Cyclone-Freddy across sectors and selected local authorities.
The Ministry of Agriculture would like to set up a Project Implementation Unit (PIU) in Lilongwe, through the existing Government structures, which will be responsible for undertaking the day to day operational and administrative tasks, procurement, financial management, insurance index, environmental and social safeguards as well as project implementation.
The Ministry, therefore, seeks to use part of the proceeds of the loan/grant package to recruit individual consultants to fill the positions of the Project Environmental and Social Safeguards Specialist, Index Insurance Specialist, Project Procurement Specialist, and Project Office Assistant to provide services in the Project Implementation Unit (PIU).
Position Title: Project Procurement Specialist
Reporting: Project Coordinator
Reference Number: MOA/ADRiFi/CS/01-3
Publication date: 25th December, 2024
Closing date: 20th January, 2025
Place of duty: Ministry of Agriculture Offices (Capital Hill)
Terms of Appointment : Four (4) year contractual appointment renewable every year following excellent performance.
The Procurement Specialist will carry out routine procurement activities, record keeping and documentation in line with the Government and AfDB procurement procedures and guidelines. He/She will ensure that supplies, services and equipment are provided in time to support implementation of project activities.
1. Duties and Responsibilities
The Procurement Specialist will be responsible for carrying out project procurement activities, record keeping and documentation in line with the AfDB procurement procedures and guidelines including the planning and implementation and supervision of all procurement operations under the project.
Specifically, the Procurement Specialist will perform the following duties:
- 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;
- Manage bid clarifications, bid opening and bid evaluation for procurement of goods, works, consultancy and non-consultancy services;
- Participate in procurement meetings including Internal Procurement and Disposal Committee (IPDC) meetings, pre-bid meetings, contract award negotiations, contract performance progress meetings etc;
- 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;
- Using the African Development 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;
- Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
- Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings;
- Participate in contract monitoring, pre-shipment and pre-delivery inspections;
- Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
- Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOl), when required;
- In cases of procurement actions requiring the Bank’s “No Objection”, coordinate the submission of procurement documents to AfDB, monitor the bank’s response time on issuing “No Objections” at different levels of the procurement process and follow-up accordingly;
- Preparation of evaluation reports, contracts, award notices and other procurement and contractual documents as required;
- Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.
- Ensure compliance with procurement methods and prior review thresholds applicable to the project;
- 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 Public Procurement and Disposal of Assets Act 2017, where applicable;
- Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds;
- Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files.
- Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
- Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
- Preparation of Procurement Post Review registers, attending Procurement Post Review meetings and response to comments on issues raised;
- Undertake procurement processes using Shopping procedures and any other procurement methods as assigned from time to time;
- Advise the Ministry on processes for Board of Survey for disposal of unrequired stores and equipment including actual disposal;
- 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.
2. Qualifications and Experience
- Masters in Procurement, Supply Chain Management or any other relevant discipline (e.g. Business Administration, Law, and Engineering)
- A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS) and if Malawian, a Full member of The Malawi Institute of Procurement and Supply (MIPS)
- A minimum of Seven (7) years of post-qualification experience in procurement and contract management in the public sector and at least Five (5) years’ work experience in a donor funded-project such as those funded by the African Development Bank and the World Bank or other international donors;
- Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
- Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy;
- Upholding of anti-corruption and anti-bribery ethics.
- Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
- Prior participation in short training courses on the AfDB and familiarity with procurement policies, evaluation procedures and reporting, as well as preparation of specific documents based on AfDB standards and models will be an advantage;
- Fluency in English
Note: Applicants for the vacancies should submit their applications together with copies of relevant certificates and Curriculum Vitae to:
The Chairperson
Internal Procurement and Disposal Committee
Ministry of Agriculture,
P. O. Box 30134,
LILONGWE 3.
E-mail: adrifii_afdb_malawi@yahoo.com
To reach him not later than 20th January, 2025
You can get the full Terms of Reference from www.afdb.org or by requesting for the document from adrifii_afdb_malawi@yahoo.com