Procurement Specialist at Ministry of Education

Job Description

Republic of Zambia

Ministry of Education
REQUEST FOR EXPRESSIONS OF INTEREST
CONSULTING SERVICES – Individual Consultant Selection (Open; National)
COUNTRY: ZAMBIA
NAME OF PROJECT: GIRLS’ EDUCATION AND WOMEN’S EMPOWERMENT AND LIVELIHOODS FOR HUMAN CAPITAL PROJECT Credit No: P181391
Assignment Title: Selection of Individual Consultants
Reference No.: MCDSS/SWL/C/2024

The Government of the Republic of Zambia has prioritized social protection as a mechanism to address poverty and vulnerability in the country. This prioritization is demonstrated through increased budgetary allocations, particularly to unconditional social assistance delivered through the Social Cash Transfer (SCT) program. The support for social assistance was furthered through the promotion of human capital initiatives using a “cash plus” approach primarily through the Girls’ Education and Women’s Empowerment and Livelihood (GEWEL) project by providing secondary school girls opportunities to complete their schooling. This was done through the Supporting Women’s Livelihoods (SWL) component of the GEWEL project.

The Project Development Objective (PDO) of GEWEL 2 is “to promote human capital development and productivity among poor and vulnerable girls and women, while strengthening adaptive social protection delivery systems”.

The human capital development aspect of the PDO will be measured through results in three interrelated areas: (a) the SCT as the foundational national social assistance program as an enabler for human capital development, with complementary activities aimed at (b) enhanced educational attainment at the upper primary and secondary school level by vulnerable adolescent girls and (c) improved nutrition outcomes among poor children and women in selected districts. Productivity will be measured through activities aimed at increasing earnings and economic inclusion of adult women to build climate adaptation and shock resilience, while strengthened adaptive SP systems. GEWEL 2 is comprised of four components to achieve the PDO, to be implemented over a four- year period from 2025 to 2028. These are: (a) Foundational Social Cash Transfer (SCT) and Nutrition; (b) Supporting Women’s Livelihoods and Beyond (SWL), (c) Supporting Women’s Livelihoods for Climate-Smart Productive Inclusion (SWL); and (d) Institutional Strengthening and Systems Building for Cash ‘Plus’ Delivery (ISSB).

The SWL component will target poor and vulnerable girls from SCT households to access upper primary (4-6) and secondary schools (7-12) in a cash ‘plus’ approach and provide the girls with financial support to school related costs and fees, while also scaling other support services, to increase access to school, improve retention, progression, and transition to tertiary and/or work.

The Government of the Republic of Zambia has therefore, received financing from the World Bank toward the cost of the Project under Girls’ Education and Women’s Empowerment and Livelihoods for Human Capital Project – Supporting Women’s Livelihoods (SWL) and Beyond, and intends to apply part of the proceeds for consulting services as below.

PROCUREMENT SPECIALIST (01)

Job Summary:

Procurement Specialist will work as a full-time member of the procurement team under the project Implementation Unit (PIU), and will be responsible ensuring that all the procurements are done as per the relevant Regulations of World Bank. The Specialist will have a significant role in assuring the integrity, faimess, and overall quality of procurement in conformance with the requirements of the guidelines of the World Bank. He/she should not have any conflict of interest while working and should keep all the project information confidential.

Duties and Responsibilities

Develop procurement plans for Works, Goods and Services under the project, and update the Plans as and when needed (at least quarterly) through the Bank’s Systematic Tracking and Exchanges in Procurement system (STEP).
Upload and update the procurement transactions using STEP
Prepare drafts to Request for Expressions of Interest (REOI), Invitation for Bids (IFB), Invitation for Prequalification (IFP), Bidding Document, Prequalification Document (PQD), Request for Proposals (RFP) and Pre-Bid Meeting Minutes as per World Bank Procurement Regulations;
Guide and conduct procurement in accordance with World Bank Procurement Regulations for IPF Borrowers” (September 2023) (“Procurement Regulations”) the Bank’s Systematic Tracking and Exchanges in Procurement (STEP) system will be used to prepare, clear and update Procurement Plans and conduct all procurement transactions for the Project, Take part, as a member of evaluation committees:
Provide timely advice to PIU in making submissions for Letter of No Objection at World Bank, help PIU on necessary documentation and revision of the submissions as advised by the Bank officials
Help PIU to address the procurement related complaints, which will include (a) review of the complaints vis-à-vis the respective procurement processes and documents, and (b) participation in discussions that PIU members may have with complainants;
Provide advice and training to PIU members on World Bank New Procurement Framework (NPF) and procurement related matters, on need basis as a part of the institutional capacity building
Closely monitor procurement activities in reference to the Procurement Plan timeline and the procurement approval process of the Government and bring any slippage of activities immediately to the attention of the Project Coordinator,
Prepare quarterly report on procurement status and procurement risk mitigation framework and arrange submission of the same to IDA for review;
Assist in preparing TORS and associated documents for other consultants, as appropriate; Conduct diagnostic analyses on delays, inefficiency, etc. in the system, and provide recommendations to improve the same, if required;
Conduct site visits and verify supervision consultant’s (if any) periodic reports on physical progress;
Prepare contract management checklist and suggest improvement on contract administration by different contractors at different sites;
Report any possibility of contract variation;
Report on implementation of sustainability factors in procurement and contract management, including economic, social and environmental considerations;
Conduct procurement activities under the project using e-GP portal as applicable;
Any other task assigned by the Project management as and when required.

Education and Experience

Graduate qualification (at least Graduate in procurement/ supply chain management/ commerce finance business management law/environmental science or suitable equivalency);
At least 5 years of general experience out of which three years of experience as Procurement Specialist/Procurement Consultant or have had responsibilities with a substantial content of his/her position in the procurement area (use of internationally accepted contract documents for works, goods and services;
Specialized knowledge of procurement of goods; various forms of construction contracts; selection contracting of consultant services; preparation of bidding/contract documents for the international procurement of goods, works, services; public procurement policies; sustainable procurement; advanced contract management.
Basic knowledge and understanding of e-Government Procurement (e-GP),
Knowledge and experience in technical, commercial and legal aspects of procurement of the World Bank-financed project will be an added advantage;
Strong communication skills in presenting, discussing and resolving difficult issues.
Ability to work efficiently and effectively in a multidisciplinary team.
Member of the ZIPS/CIPS

Duration of the Assignment

The assignment is expected to last for an initial period of two years, with the possibility of renewal based on performance and project needs.

Reporting Obligations:

(1) Monthly Activity Report
(2) Quarterly Summarized report
(3) Final Report.

REPORTING LINE:

The specialist will work under direct control of the Project Manager. S/he will report directly to the Project Manager with close collaboration with other officials of the Project. The Consultant shall be accountable to the Project Manager for his day-to-day activities.

Performance Evaluation

Annual performance evaluations will be conducted at the end of each year using established key performance indicators (KPIs) based on targets as set out in the AWPB, Project document and Individual workplans. The consultant will be expected to meet the performance standards as agreed. Failure to meet these standards may result in performance improvement plans or other disciplinary action.

Procurement method

The Consultant will be hired and contracted as per the “Individual Consultant (IC) ” Selection method of World Bank Procurement Regulation (PR), September 2023.

Performance Evaluation

Annual performance evaluations will be conducted at the end of each year using established key performance indicators (KPIs) based on targets as set out in the AWPB, Project document and Individual work plans. The consultant will be expected to meet the performance standards as agreed. Failure to meet these standards may result in performance improvement plans or other disciplinary action.

Procurement method

The Consultant will be hired and contracted as per the “Individual Consultant (IC)” Selection method of World Bank Procurement Regulation (PR), September 2023.

The Ministry of Education through the GEWEL 2-SWL and Beyond, now invites eligible “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: Educational qualification. experience (general & specific) and knowledge in project management of World bank projects.

The Consultants will be selected through the Open Competitive Selection of Individual Consultants’ method in accordance with World Bank’s “Procurement Regulations, Revised September, 2023 (“Procurement Regulations”).

The attention of interested Consultants is drawn in particular to:

(i) Section III, paragraphs, 3.14, 3.16, and 3.17 of the Procurement Regulations setting forth the World Bank’s policy on Conflict of Interest, and

(ii) Section III, paragraphs, 3.21-3.24 of the Procurement Regulations setting forth the World
Bank’s policy on Eligibility, including the specific pre-requisite conditions to be met for
the eligibility, on exceptional basis, of Government officials and civil servants of the Borrower’s country under consulting contracts in the Borrower’s country.

Individuals who are currently working as consultants on another World Bank-financed project may also compete in this selection process, but if they are selected they will be required before signing the proposed contract to provide documentary evidence of having satisfactorily complied with their existing contract’s requirements with respect to early termination of the contract by the consultant, including advance notice period, to avoid disruption in implementation of that project.

Further information can be obtained at the address below during office hours [i.e. 08:00 to 17:00 hours].

Expressions of interest must be delivered in hard copy to the address on or before 22 November 2024 17:00 hours to the address below.

The Permanent Secretary- Administration

Ministry of Education

89 Corner of Chimanga & Mogadishu Roads

P.O. Box 50093,

LUSAKA-ZAMBIA