Background

The Government of Malawi (GoM) through the Ministry of Finance (MoF from the World Bank toward the cost of Resilient and Strategic Transport Operational Enhancement Project (RESTORE) to support efforts to provide safe and climate resilient transport connectivity in the Lower Shire Valley and strengthen the institutional capacity for climate resilient road asset management.

The project will be implemented over a period of 5 years. The Roads Authority (RA) as the implementation agency intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Procurement Specialist.

The RA invites applications from suitably qualified and interested candidates to fill the position of Procurement Specialist, recruited as individual consultant following World Bank Procurement Regulations dated September 2023.

Position Title: Procurement specialist (1 Position)

Time Commitment: 100%

Accountable: Project Coordinator

Duration of Assignment: 4 years

The Objectives of the Assignment

The preparation and implementation of the project require the hiring of a Project Procurement Specialist who will be responsible for the process of all contracts defined in the Project, in strict compliance with the legislation in force, combined with the management standards defined in the World Bank’s Procurement and Procurement Regulations

Duties and Responsibilities

The procurement specialist will be responsible for the process of all contracts related to the implementation of the project. The Procurement Consultant, shall, inter alia, undertake the following tasks:

• Coordinate the preparation and updating of Project’s Annual 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;
• Ensure that the World Bank’s Procurement Planning and Tracking System (STEP) which is used to prepare, clear and update procurement plans and conduct all procurement transactions for the Project is timely updated and used in real time;
• Ensure the timely procurement of goods, non-consulting services, works, and consulting assignments by preparing all required procurement documentation. This includes customized Bidding and Proposal Documents (RFB/RFP) in accordance with the World Bank’s Standard Procurement Regulations, Requests for Quotations, Procurement Notices, Bid Opening and Evaluation documentation, and Bid Evaluation Reports. Standardized forms should be used for Open and Limited market approaches and for Requests 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;
• 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 (SEOI), when required;
• In cases of procurement actions requiring a “No Objection” from the Bank (as defined in the Financing Agreement, e.g., IDA), coordinate the submission of procurement documents, monitor the Bank’s response time at different stages of the procurement process, and follow up accordingly;
• Prepare 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 2025, 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;
• Prepare Procurement Post Review registers, attend Procurement Post Review meetings and respond to comments on issues raised;
• Undertake procurement processes using Request for Quotation procedures and any other procurement methods as assigned from time to time;
• Advise the Ministry on processes for Board of Survey for disposal of un-required stores and equipment including actual disposal;
• Provide necessary collaboration to the internal and external control bodies in carrying out inspections and audits to be made to the project;
• Supervise the assistant procurement specialist hired within the PIU
• Prepare Quarterly procurement progress reports; and
• Carry out any other relevant periodic duties that may be assigned by the Project Coordinator from time to time.

Reporting Requirements

The Project Procurement Specialist will be directly reporting to the Project Coordinator of the Project Implementation Unit.

Key Result Areas

• Project annual Procurement Plan and periodic updates of the same.
• Minutes of meetings held throughout the procurement process, including short-listing, evaluation, interview and negotiation and bid openings all duly signed by panel members/participating parties.
• Procurement Documents and Reports (Bidding documents, Request for Proposals, Evaluation Reports, Draft Contracts, etc.)
• 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, in addition, will prepare procurement reports during support missions.
• Monthly timesheets to identify time spent.

Qualification and experience

The candidate should meet the following minimum qualifications:

• BSc in Procurement or any other relevant discipline (eg Business Administration, Law, Project Management, and Engineering) and those with Master’s Degree in Procurement or related fields will have an advantage;
• A minimum of eight (8) 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 World Bank or African Development Bank or other international donors;
• Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
• Prior participation in short training courses on the World Bank and familiarity with procurement policies, evaluation procedures and reporting, as well as preparation of specific documents based on World Bank standards and models will be an advantage;
• Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
• Proven analytical skills, including the ability to provide insightful analysis on hiring;
• Ability to work in teams and articulation with public and private entities;
• Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy;
• Upholding of anticorruption and anti-bribery ethics.

Duration of the assignment

The assignment is for 4 years and the contract will be renewable annually subject to satisfactory performance, business need and availability of funding.

Facilities to be provided by the Client

The Client will provide office space, furniture, office equipment, communication, and internet facilities. For all field related assignments, the Project shall provide transport and costs and other expenses (per Diems etc.) related to the fieldwork

Location of Employment

The Procurement Specialist will be based at the PIU Office in Blantyre but, would be required to travel regularly to other relevant field offices where the Project is implementing its activities.

• Coordinate the preparation and updating of Project’s Annual 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;
• Ensure that the World Bank’s Procurement Planning and Tracking System (STEP) which is used to prepare, clear and update procurement plans and conduct all procurement transactions for the Project is timely updated and used in real time;
• Ensure the timely procurement of goods, non-consulting services, works, and consulting assignments by preparing all required procurement documentation. This includes customized Bidding and Proposal Documents (RFB/RFP) in accordance with the World Bank’s Standard Procurement Regulations, Requests for Quotations, Procurement Notices, Bid Opening and Evaluation documentation, and Bid Evaluation Reports. Standardized forms should be used for Open and Limited market approaches and for Requests 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;
• 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 (SEOI), when required;
• In cases of procurement actions requiring a “No Objection” from the Bank (as defined in the Financing Agreement, e.g., IDA), coordinate the submission of procurement documents, monitor the Bank’s response time at different stages of the procurement process, and follow up accordingly;
• Prepare 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 2025, 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;
• Prepare Procurement Post Review registers, attend Procurement Post Review meetings and respond to comments on issues raised;
• Undertake procurement processes using Request for Quotation procedures and any other procurement methods as assigned from time to time;
• Advise the Ministry on processes for Board of Survey for disposal of un-required stores and equipment including actual disposal;
• Provide necessary collaboration to the internal and external control bodies in carrying out inspections and audits to be made to the project;
• Supervise the assistant procurement specialist hired within the PIU
• Prepare Quarterly procurement progress reports; and
• Carry out any other relevant periodic duties that may be assigned by the Project Coordinator from time to time.

• Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
• Proven analytical skills, including the ability to provide insightful analysis on hiring;
• Ability to work in teams and articulation with public and private entities;
• Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy;
• Upholding of anticorruption and anti-bribery ethics.

• BSc in Procurement or any other relevant discipline (eg Business Administration, Law, Project Management, and Engineering) and those with Master’s Degree in Procurement or related fields will have an advantage;
• Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
• Prior participation in short training courses on the World Bank and familiarity with procurement policies, evaluation procedures and reporting, as well as preparation of specific documents based on World Bank standards and models will be an advantage;