Ntchitoyanga

Procurement Specialist

ntchito
  • Full Time
  • Lilongwe

Department of Economic Planning and Development

Government of Malawi
MINISTRY OF FINANCE AND ECONOMIC AFFAIRS
DEPARTMENT OF ECONOMIC PLANNING AND DEVELOPMENT
REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES – INDIVIDUAL SELECTION)
(Appointment Type: Local Hire)
COUNTRY: MALAWI
NAME OF PROJECT: REGIONAL CLIMATE RESILIENCE FOR EASTERN AND SOUTHERN AFRICA 2 (RCRP)
PROJECT ID: P181308
GRANT NO: E2800
ASSIGNMENT TITLE: PROCUREMENT SPECIALIST
REFERENCE NO.: MW-EP&D-508887-CS-INDV
DATE OF ISSUE: 2ND SEPTEMBER 2025

1. Introduction

The Government of Malawi (GoM) has obtained a grant from the International Development Association (IDA) through the crisis response window) to implement the Regional Climate Resilience Program for Easter and Southern Africa 2 (RCRP) which is an additional financing to the Regional Climate Resilience Project (RCRP), to continue supporting countries better prepare for and manage the increasing frequency, intensity, and impact of climate shocks on people, livelihoods, infrastructure, and ecosystems. The proposed project will both rehabilitate critical infrastructure impacted by Tropical Cyclone Freddy using Crisis Response Window (CRW) resources and address the more chronic vulnerabilities in the Shire River Basin by investing in critical infrastructure at national and district level; strengthening institutional frameworks and accountability; incorporating climate considerations into the planning, implementation, operation, and maintenance of new infrastructure; and strengthening community resilience and social protection system consistent with Series of Projects (SOP). This will build a situation whereby people can live sustainably with the flood/drought risk, through a properly overseen and managed basin in terms of its competing uses. The emergency works will include the reconstruction of needed connectivity (roads, bridges, and culverts), hydraulic and other critical infrastructure.

The overarching Development Objective of the RCRP SOP is to strengthen the resilience to water-related climate shocks in Eastern and Southern African countries. The overarching Development Objective of the SOP will be achieved by:

  1. Strengthening participating countries’ and regional organizations’ capacity to manage disasters risk, including via improved national and regional early warning systems (EWS);
  2. Improving access to climate financing to finance climate adaptation investment;
  3. Mainstream climate resilience in water infrastructure planning, and generally in water institutions;
  4. Increase infrastructure resilience, including by improving Operation and Management (O&M) systems, with focus on large storage and flood risk management infrastructure;
  5. Improve community-level awareness and response capacity, including by establishing/strengthening adaptive social protection system.

The Department of Economic Planning and Development (EP&D) in the Ministry of Finance and Economic Affairs will take on the overall lead and coordination role of the Project. It will set up a Project Implementation Unit (PIU) that will be responsible for coordination, monitoring and reporting for the project. The PIU will work closely with other Ministerial teams to coordinate implementation, build capacity of Ministry teams and District teams for implementation, facilitate support for compliance with environment and social requirements for the project, collect and compile data from the project results framework and manage communications for the Project.

The Department of Economic Planning and Development therefore invites applications from suitably qualified candidates to fill the position of Procurement Specialist to be part of the Project Management Team to be positioned in the Project Coordination Unit (PCU) for the Project.

Position Title: Project Procurement Specialist (1 Position)
Time Commitment: 100%
Accountable: Project Coordinator
Duration of Assignment: 3 years

2. The Objectives of the Assignment

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

3. Duties and Responsibilities

The Procurement Specialist will be responsible for carrying out project procurement activities, record keeping and documentation in line with the World Bank procurement procedures and guidelines including the planning, implementation and supervision of all procurement operations under the project.

Specifically, the Procurement Specialist will perform the following duties: 

  1. 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 until completion of each procurement activity in consultation with all TTs:
  2. Ensure that the World Bank Procurement Tracking System for monitoring of the Project procurement activities (STEP) is updated and used in real time;
  3. 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;
  4. Using the World 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 approached and for the Request for Quotations;
  5. Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required
  6. Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings;
  7. Coordinate responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with appropriate guidelines;
  8. Prepare the General Procurement Notices (GPN), and Specific Procurement Notices (SPN), and Solicitations of Expression of Interests (SEOI), when required;
  9. In cases of procurement actions requiring IDA “No Objection”, coordinate the submission of procurement documents to IDA, monitor IDA response time on issuing “No Objections” at different levels of the procurement process and follow-up accordingly;
  10. Preparation of evaluation reports, contracts, award notices and other procurement and contractual documents as required;
  11. Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods;
  12. Ensure compliance with procurement methods and prior review thresholds applicable to the Project;
  13. Ensure all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank Procurement Guidelines; and Government of Malawi Public Procurement and Disposal of Assets Act 2017, where applicable;
  14. Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds;
  15. Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files;
  16. Assist with the maintenance and updating of procurement databases and contract register with complete “paper trail of the procurement process;
  17. Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
  18. Preparation of Procurement Post Review registers, attending Procurement Post Review meetings and response to comments on issues raised;
  19. Undertake procurement processes using Shopping procedures and any other procurement methods as assigned from time to time;
  20. Preparation of Quarterly procurement progress reports; and Carry out any other relevant periodic duties that may be assigned by the Project Coordinator from time to time.

4. Performance Criteria

The following performance criteria will be used to assess the performance of the Procurement Specialist at annually and based upon these assessments the contract with the Project may be continued or terminated:

  1. Quality and timeliness of procurement plans;
  2. Quality of documentation submitted for prior review;
  3. Quality of procurement filing;
  4. Quality of documentation submitted during post reviews; and
  5. Quality and timeliness of required reports.

5. Reporting Requirements

The Procurement Specialist will be directly reporting to the Project Coordinator and will also be responsible for supervision of the other procurement officers in the PCU, the RCRP implementing agencies and their field offices (District) where the RCRP is implementing its activities.

The following are some of the required reports the Procurement Specialist will be expected to be preparing:

  1. Project annual Procurement Plan and periodic updates of the same;
  2. 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;
  3. Procurement Documents and Reports (Bidding documents, Request for Proposals, Evaluation Reports, Draft Contracts, etc.);
  4. 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) in addition, will prepare procurement reports during support missions; and
  5. Monthly timesheets to identify time spent.

6. Qualifications and Experience

The candidate should meet the following minimum qualifications:

  1. BSc in Procurement or any other relevant discipline (e.g. Business Administration, Law, Project Management, and Engineering) and those with Master’s Degree in Procurement or supply chain or related field will have added advantage;
  2. A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS);
  3. 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;
  4. Working knowledge of the Government of Malawi’s Public Procurement law and procedures;
  5. 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;
  6. Minimum 3 years work experience on World Bank funded projects a must Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
  7. Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy; and
  8. Upholding of anti-corruption and anti-bribery ethics

7. Duration of the Assignment

The Procurement Specialist shall be recruited for a period of Three (3) years, with the contract renewable annually subject to satisfactory performance, need and availability of funding.

8. Facilities to be provided by the Client

The following shall be provided by the Client: 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 field work

9. Location of Employment

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

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Sixth Edition dated February, 2025 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest

A Consultant will be selected in accordance with the Individual Consultant (INDV) selection method set out in the Procurement Regulations. Further information can be obtained at the address below during office hours from 7:30hrs to 12:00hrs and from 13:00hrs to 16:30hrs except on Weekends and Public Holiday

10. Mode of Application

Expressions of interest including detailed updated Curriculum Vitae and copies of professional and academic qualifications must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by 8th September, 2025.

The Project Coordinator,
Regional Climate Resilience Program for Eastern and Southern Africa 2 Project,
Area 12 Gate Number 42 Near Wamkulu Place
Department of Economic Planning and Development,
P. O. Box 30136,
Lilongwe Malawi.
(Attention: Procurement)

Alternatively, applications may be emailed to: procurement@rcrp.gov.mw : / copy: ichipatso@rcrp.gov.mw

To apply for this job please visit rcrp.gov.mw.