Terms Of Reference For International Procurement Specialist At
The Public Financial Management Improvement And Consolidation Project, Ministry Of
Finance And Economic Development, Sierra Leone
TERMSOF REFERENCE FOR INTERNATIONALPROCUREMENT SPECIALIST AT THE PUBLIC FINANCIAL MANAGEMENT IMPROVEMENT ANDCONSOLIDATION PROJECT, MINISTRY OF FINANCE AND ECONOMIC DEVELOPMENT, SIERRALEONE
Date of Issue: 27th November, 2014
1.1 The PublicFinancial Management Improvement and Consolidation Project (PFMICP) is asuccessor to the just ended Integrated Public Financial Management ReformProject (IPFMRP). It will build on and reinforce the successes and address theweaknesses of IPFMRP. The ProjectDevelopment Objective (PDO) is: "Toimprove budget planning and credibility, financial control, accountability, andoversight in government finances in Sierra Leone". The Project, which willbenefit various MDAs and Local Councils, will comprise the followingcomponents:
Component 1: Enhancing Budget planning andcredibility
The objectives of this component are to:strengthen the macro fiscal forecasting and Public Investment functions ofgovernment to improve overall budget planning; strengthen systems andprocedures for budget formulation; and build capacity for managing contingentliabilities.
Component 2: Financial Control,Accountability and Oversight
The objective of this component is tostrengthen financial control in government, improve accountability systems andpractices, and enhance independent and public oversight in the management anduse of public finances in Sierra Leone.
Component 3: Supporting the Strengthening ofRevenue Mobilization and Administration Systems
The objectives of thiscomponent are to: strengthen revenue policy and oversight of revenuecollection; improve the efficiency and integrity of revenue administration; toincrease domestic revenue, and to integrate revenue systems with overall PFMsystem.
Component 4: StrengtheningLocal Governance,Financial Management and Accountability Systems
The objectiveof this component is toimprove the capacity of the financial management systems in local councils andstrengthen the accountability and oversight institutions to enhance servicedelivery efficiency and effectiveness.
Component 5: PFM Reform Coordination andProject Management
The objective of this component is to provide a continuing institutional andcoordination basis for overseeing the implementation of the PFM Reform Strategyas a whole as well as manage the implementation of the proposed project.
1.2 To purse the GoSL's PFMagenda, the Government has receivedfinancing from the International Development Association (IDA), a pooledfunding from the African Development Bank, and a Multi-Donor Trust Fund fromthe European Union and UK's Department for International Development for thePFMICP (with an estimated Project duration of four years). The PFMICP will beadministered by the World Bank.
1.4 In furtherance of theabove objectives, the Government intends to use part of the proceeds of thefinancing to engage a suitably qualified and experienced person to fill theposition of International ProcurementSpecialist.
2.0 Objectives ofthe Assignment
2.1 The objective of the assignment is torecruit a procurement specialist with internationalexperience to: i) manage and carry out the procurement activities required forimplementation of the Project in accordance with the Project's covenantdocuments such as the Financing and Grant Agreements, World Bank's Guidelinesand procedures, among other; and (ii) build the procurement capacity of theMoFED / PMU Procurement Unit in order to ensure long-term sustainability of the project outcomes. This will ensureadequate hand-holding and capacity development/transfer. Additionally, theInternational Procurement Specialist with support and guide the end-users to prepare good quality ToRs andtechnical specifications.
2.2 TheInternational ProcurementSpecialist will coordinate hisactivities closely with the PMU and Implementing Units teams on activitiesrelated to the Project. S/he will berequired to be familiar with the World Bank and Government of Sierra Leoneprocurement laws, procedures, regulations, policies, the Project's covenantdocuments, including the Financing and Grant Agreements, Project AppraisalDocument, Project Implementation Manual, Procurement and ConsultantsGuidelines, among others.
3.0 Scope ofServices, Duties and Responsibilities
3.1 The IPS will take overall charge of theproject's procurement management and conduct the tasks identifiedbelow byapplying technical practices and methods, and collecting and making use ofavailable and necessary data in carrying out the assignment. The consultant shall work in close consultationwith the Project Manager of the PMU. Hewill discuss issues that would affect efficient procurement management with theProject Manager and agree on the ways to resolve them.
The Specialist, shall inter alia, undertakethe following:
3.2.1 Review allavailable project documentsto facilitate the establishment of procurement procedures for the management and implementation of the project;
3.2.2 Establisha procurement management system for the PMU based on the guideline andprocedures for the conduct ofprocurement under World Bank funded projects and the government regulations forthe procurement of goods, non-consulting services and consultancy servicesunder the Public Procurement Act 2004 (PPA) of Sierra Leone and as may beamended;
3.2.3 Setup a procurement management tracking system for the PMU that would monitor theimplementation of procurement activities;
3.2.4 Usingthe World Bank's Standard procurement documents, prepare Bidding Documents andRequest for Proposals (REP), Request for Quotations, Letters of Invitations,clarifications/amendments to procurement documentation and processes (ifneeded), minutes of the Evaluation Committees and negotiation meetings,Evaluation Reports, contract award decisions, etc. These should includestandardized forms to be used for International and Local Shopping methods toconform to the PPA or World Bank standards;
Inconsultation with the Project's beneficiary agencies, prepare and update theProject's Annual Procurement Plan and Budget detailing contract packages (includingestimated cost) for goods, consultancy services and non-consulting services, theprocurement/selection methods and processing times until completion of eachprocurement activity;
Monitorprocurement implementation of and update the Procurement Plan on a atleastbi-weekly basis and whenever it becomesnecessary to do so;
Preparethe General Procurement Notice (GPN), Specific Procurement Notices (SPNs) ,Invitation for Bids (IFBs), Request for Expressions of Interest (REoIs) and othersolicitation documents whenever required;
Establisha register of qualified suppliers and consultants and periodically update thisregister to facilitate advertisements, solicitations and drawing up ofshortlists when so required;
Inconsultation with the Implementing Units and relevant technical staffs of thePMU, coordinate the preparation of (ToRs),technical specifications using standard documentation agreed with theWorldBank and Government of Sierra Leone (GoSL), and also participate in evaluation of bids, expressions ofinterest for preparation of shortlists, pre-qualification of suppliers, etc., wherenecessary. The International Procurement Specialist shall review ToRsandspecifications for completeness, consistency and fairness, and if necessarysuggest amendments;
Initiatethe procurement processes, including those for International and National Competitive Bidding procedures,ensuring compliance with agreed procurement methods' threshold, priorreviewrequirements specific to the project andagreed aggregate threshold amounts forless competitive procurement methods;
Presidingover bidding procedures and participating in bid/proposal opening sessions, bidand proposal evaluations and ensuringthat the appropriate Guidelines are followed to arrive at the recommendationsfor award of contracts;
In caseof procurement actions requiring IDA "no objection", coordinate the dispatch ofprocurement document to IDA (including through PROCYS for prior reviewactivities), monitor IDA response time on issuing "no objections" at differentlevels of the procurement process and follow-up accordingly;
Coordinatethe response to procurement inquiries and communicate the result of theevaluation processes to the applicants in response to the Guidelines;
Monitorand ensure timely responses to procurement questions raised by the WorldBank. For services, follow-up with theshort listed consultants within 10 days of RFP dispatch, to ensure theirparticipation in the selection exercise;
Superintendover procurement clarification meetings (if any) and developclarifications/amendments to procurement documentations (if needed);
Participatein selection of Evaluation Committees and assume the role of the Committee'ssecretary in recording the minutes of the meetings;
Preparethe minutes of the Evaluation Committee meetings and prepare the requests for"no objection" and coordinate and participate in contract negotiationprocess,where necessary;
Prepare draftand final contracts, and ensure timely distribution of all relevant procurementand contract documents to relevant stakeholders;
Ensuretimely receipt of the goods and consultant's status reports, confirmingacceptability of the goods delivered, and also acceptability of consultantsreports as reviewed, and recommending payments to the services providers asthey become due;
Establisha performance monitoring database for all suppliers and consultants, and ensureefficiency and timeliness in the delivery of outputs from the servicesproviders;
Liaisewith all relevant Implementing Units and the PMU with a view to preparingmonthly, semi-annual and annual procurement reports (or other periodsas may berequired) as inputs into the Project Management Reports (PMR) to be submittedto the Ministry of Finance and Economic Development, World Bank and otherrelevant agencies;
Regularmonitoring of procurement across the Project and problem-solving as neededincluding regular updates on problems experienced and on changing needs forspecific types of advice;
Establishand maintain a central procurement filing system (both electronicallyandmanually), and ensure all related documents are included in the respectivefiles, to ensure ease of retrieval of information and the ease of following thetrail of procurement by independent external auditors or authorized agents;
AdviseMoFED on processes for disposal of un-required stores and equipment includingactual disposal in line with the Laws of Sierra Leone;
Providetraining and capacity building needs of procurementstaffs of the PMU/MoFED and other identified stakeholders to ensure long-term sustainability of the projectoutcomes, with a view of strengthening staff capacities and skills,filling skills gap and also supportinstitutional strengthening;
Provideadvice, mentoring, coaching and providing on-the-job training for relevantprocurement staffs in the PMU/MoFED, and advise them to plan and execute allstages of the procurement cycle in accordance with World Bank and national procurement procedures;
Assistin supervising contracts in accordance with the respective contract agreementsincluding the processing of payments, physical inspection and testing, receiptand transfer of the goods to the Client, submission of consultants' reports andclosing of respective contracts;
Provideprocurement advisory services as and when needed;
Participatein procurement audits and reviews of the Project;
Superviseall procurement staff within the PMU and assign tasks to them as andwhen necessary;
Workwith relevant managers to identify their procurement needs under the Projectand help them manage the procurement planning and execution process in a timelyway;
Assist in dealingwith claims, bid challenges and litigations relating to contracts andprocurement;
Develop andimplement a robust procurement monitoring system and follow up mechanisms toensure that procurement activities are carried out as planned; identify any deviationsand take appropriate actions and submit regular periodic procurement reports tothe Project Manager;
Initiateappropriate quality assurance procedures to the procurement function of theProject;
Carryout any other relevant duties that may from time to time be assigned by the PMUProject Manager.
4.0 Reporting,Communication and Time Schedules
4.1 The InternationalProcurement Specialist shall report directly to the PMU Project Manager and willprepare monthly, Quarterly, Semi-Annualand Annual procurement reports (or for any period as necessary) as inputs intothe Project Management Reports and, in addition, prepares other procurementreports, as and when needed.
4.2 Emphasis will be placed on highly effective, regularand detailed communication with the PMU Project Manager and relevant component managers;
4.3 S/he will be required to assess technical skillstransfer to the counterpart staffs;
4.4 S/he is expected to report and analyze all problemsexperienced with procurement, more specifically on the Project, so that remedial and capacity-building actionscan be promptly taken;
4.5 S/he shall make inputs into reports prepared by thecounterpart staffs as needed.
The IPS will be expected to produce thefollowing deliverables, among others:
Ø Budgets andSelectioncriteria
Ø Procurementnoticesand reports
Ø Varioussolicitation documents
Ø Clarifications/amendmentsto various procurement and solicitation documents;
Ø Minutes ofnegotiations
Ø Draft and finalcontracts
Ø Capacitybuildingand training plans and reports
Ø Action plans fortrainingsand capacity building programmes
Short-listing,evaluation reports, records of public bid/proposal openings
Minutesof meetingsfor confirmation of the expressions of interest/ proposals
Minutes ofnegotiation (as applicable)
Notifications ofcontracts awarded
Other reports anddocuments as required.
6.0 Qualifications,Experience and Competencies
MinimumMaster's degree in Procurement with minimum of 12 years of experience inpublic procurement practices and procedures, 8 of which must have beenserved as a Procurement Specialist or Procurement Manager or ProcurementConsultant; Minimumof 5 years of experience in handling, managing or overseeing internationalprocurement for World Bank funded or administered projects; the minimumcountry experience on international public procurement of World Bankfunded or administered projects should be two (2) countries, however,having worked in more than two (2) counties shall gain added advantage; Membershipin a recognized procurement-related institute, such as CIPS or ISM; Knowledge of/experiencewith World Bank/other international development organizations' procurementprocedures would be an added advantage; Goodknowledge of the institutional, technical, and commercial aspects ofprocurement; Experience in deliveringtrainings and capacity building programmes at international level; Demonstrated highexperience in contract management at managerial level; Fluency in spoken Englishand ability to write lucid reports and documents in English is required; Strongorganization skillsand ability to work in a team-oriented, dynamic and diverse environment; Proventrack record in working effectively within multidisciplinary teams, recognizethe value of sharing ideas, knowledge and information with others andtakes personal responsibility for doing so; Excellent interpersonalskills, sound judgment, communication skills, training experience, abilityto identify and resolve policy and operational constraints; Demonstrated computerskills, knowledge of Microsoft Office Suite especially, Word, Excel andPowerPoint; Ability to handle multipletasks simultaneously, set priorities, and work independently, orunderminimum supervision; Demonstratedcapacity for initiative andefficient decision making with competent analytical and problem solvingskills; Demonstratedcompetence by the level oftimeliness and accuracy the individual displays in carrying out his/herrole, personal energy and enthusiasm and willingness to exceedexpectations in his/her role; Ability to planand organize effectivelyand build alternative actions into plans, deploying resources effectivelyand reviewing priorities; Acommitment to supporting counterpart staff to achieve the outcomes andobjectives of the Project; Recognitionand respect of peers, and a demonstrated ability to interact effectivelyand collegially with peers at all levels; Demonstratedability to make sound judgments on capacity issues that will requiremanagement referral and guidance; Demonstratedability to work effectively in a mentoring role; Demonstratedability to communicate ideas and analyses clearly and tactfully,bothorally and in writing; Demonstratedability to assist and support the development of useful procurementprocesses and procedures effectively; Demonstratedability to transfer skills and knowledge ? previous training or teachingexperience is a plus; Demonstratedability to adapt to challenges and changes in the workplace.
7.0 Facilitiesand Services to be Provided by the Client
TheClient will provide:
Access to all information andstakeholders to facilitate the assignment
Adequate office space with essentialoffice furniture and office equipment; and
Access to Internet, and networkresources, where necessary
8.0 Period ofthe Assignment
8.1 The duration of the assignment is for aninitial period of 12 months beginning 15th January 2015(subject to negotiations with the successful candidate), but not later than 16thFebruary 2015. Subject to consultants' satisfactory performance of theassignment, the Contract would be extended only for at most another 12 monthsperiod (based on the unit rates included in the original signed contract).
TheIPS will be located within the Project Management Unit of the PFMICPin the Ministry of Finance and Economic Development, Freetown, SierraLeonewith travels to the provinces.
10.0 General Information
Ø All posts willbeadvertised on an equal opportunity basis and qualified women and men areencouraged to apply.
Ø Competitive and attractivesalaries and conditions of service will be offered to the successful candidate.
Ø Employment will be on full-timebasis, and contracts will be for oneyear subject toannual review with a possibility of renewal.
Ø The performance criteria thatwill be used to assess the performance of the International ProcurementSpecialist at regular intervals and based upon which the contract maybecontinued or terminated is the effectiveness, efficiency and quality ofdelivering on the Scope of Services, Duties and Responsibilities andDeliverables of the assignment.
11.0 Language of Assignment
The language of the assignment shall be English Language.
12.0 Mode of Application
All applications inwritingshould be accompanied by up-to-date Curriculum Vitae and supporting documents(Note: do not send originals) with the names and addresses of three referees,one of which should be the last or current employer and addressed to:
TheSenior Deputy Financial Secretary (Fiscal)
Ministry of Finance and Economic Development
Freetown, Sierra Leone
ByE-mail application as attachment(including all supporting documents) to: email@example.com and firstname.lastname@example.org.
Please indicate clearly on the envelop (in the caseof hardcopy application) or in the email subject heading and attachment (in the caseof electronic applications) the post for which application is made.
The ClosingDate and time for receipt of applications is 29th December, 2014at 5:00 pm GMT.
Onlyshort-listed candidates will be contacted.