The Project Procurement Specialist will be responsible for the management of project procurement activities as part of the project implementation arrangement, in accordance with World Bank procurement procedures, including the planning and implementation and supervision of all procurement operations under the project

3.0 The Objective of this Assignment:

The overall objective of the assignment is to manage the procurement activities under the project in adherence with the World Bank’s Procurement Regulations for IPF Borrowers

4.0 Scope of the Assignment

4.1 Duties and Responsibilities

• Preparing and updating the Projects 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 and use it to implement and monitor Project Procurement activities;
• Liaising with the PIU for transparent and effective monitoring and coordination of project activities;
• Facilitating timely procurement of goods, consulting and 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 Report.
• Preparing Bidding Documents using the World Bank’s Standard Solicitation Documents, and prepare other Solicitation Documents using formats acceptable to the Word Bank;
• Updating the World Bank’s Procurement Tracking system for monitoring project procurement activities (STEP).
• Collaborating with the Project’s Safeguards Experts to ensure that environmental and social considerations, such as Environment Health and Safety (EHS) and Gender Based Violence/Sexual Exploitation and Abuse/Sexual Harassment, are included in Bidding Documents and Clauses in Contractors’ Contracts;
• Coordinating and ensuring timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
• Providing secretarial services to Shortlisting, technical/financial evaluation and contract negotiation meetings;
• Coordinating responses to inquiries and communicating the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
• Preparing the Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEO), as and when required;
• In cases of procurement actions requiring Bank’s “No Objection”, coordinating the submission of procurement documents to the Bank, monitoring the Bank’s response time on issuing “No Obiections” at different levels of the procurement process and making follow-ups accordingly;
• Drafting evaluation reports, contracts, award notices and other procurement and contractual documents as required;
• Assisting in timely payment of suppliers, contractors and consultants and also ensuring that contractual obligations such as payment guarantees, insurance premiums and performance bonds are fulfilled;
• Maintaining a central procurement filing system, and ensuring that all related documents are included in the respective files;
• Assisting with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
• Update and maintain a database for all suppliers and consultants, and ensuring timely updates of the system;
• Preparing Procurement Post Review registers, attending Procurement Post Review meetings and providing responses to comments on issues raised;
• Drafting quarterly procurement progress reports and contributing to the overall project reporting;
• Carrying out any other relevant periodic duties that may be assigned by the Project Manager from time to time.

• Preparing and updating the Projects 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 and use it to implement and monitor Project Procurement activities;
• Liaising with the PIU for transparent and effective monitoring and coordination of project activities;
• Facilitating timely procurement of goods, consulting and 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 Report.
• Preparing Bidding Documents using the World Bank’s Standard Solicitation Documents, and prepare other Solicitation Documents using formats acceptable to the Word Bank;
• Updating the World Bank’s Procurement Tracking system for monitoring project procurement activities (STEP).
• Collaborating with the Project’s Safeguards Experts to ensure that environmental and social considerations, such as Environment Health and Safety (EHS) and Gender Based Violence/Sexual Exploitation and Abuse/Sexual Harassment, are included in Bidding Documents and Clauses in Contractors’ Contracts;
• Coordinating and ensuring timely responses to clarifications sought by bidders or shortlisted consultants as may be required;
• Providing secretarial services to Shortlisting, technical/financial evaluation and contract negotiation meetings;
• Coordinating responses to inquiries and communicating the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
• Preparing the Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEO), as and when required;
• In cases of procurement actions requiring Bank’s “No Objection”, coordinating the submission of procurement documents to the Bank, monitoring the Bank’s response time on issuing “No Obiections” at different levels of the procurement process and making follow-ups accordingly;
• Drafting evaluation reports, contracts, award notices and other procurement and contractual documents as required;
• Assisting in timely payment of suppliers, contractors and consultants and also ensuring that contractual obligations such as payment guarantees, insurance premiums and performance bonds are fulfilled;
• Maintaining a central procurement filing system, and ensuring that all related documents are included in the respective files;
• Assisting with the maintenance and updating of procurement databases and contract register with complete “paper trail” of the procurement process;
• Update and maintain a database for all suppliers and consultants, and ensuring timely updates of the system;
• Preparing Procurement Post Review registers, attending Procurement Post Review meetings and providing responses to comments on issues raised;
• Drafting quarterly procurement progress reports and contributing to the overall project reporting;
• Carrying out any other relevant periodic duties that may be assigned by the Project Manager from time to time.