Assistant Procurement Specialist

Ministry of Health

Country: Malawi
Name of Project: Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)
Procurement Reference Number: MW-MOH-431716-CS-INDV
Issue Date: 29th June 2024


The government of Malawi is implementing the Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP) funded by the World Bank (IDA). This is a five-year project. The Project aims at strengthening health system resilience and multisectoral preparedness and response to health emergencies in Malawi.

The Ministry of Health intends to source consultancy services for the Assistant Project Procurement Specialist to work for the project. The position is tenable at the Ministry of Health Headquarters, Capital Hill, Lilongwe, Malawi.

The objective of the assignment is to support implementation of the MHEPRRP procurement activities in accordance with World Bank’s Procurement Regulations and other requirements stipulated in the Project Documents, as well as the efficient management of all procurement contracts and related instruments.

The person shall be reporting to the Project Coordinator under the supervision of the Procurement Specialist and will have the following responsibilities:

  • Assist in preparing 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 various stakeholders for the project
  • Assist in monitoring procurement implementation and updating of procurement plans annually and whenever it becomes necessary to do so
  • Assist in preparing procurement documentation for goods, works and non-consulting services including Specific Procurement Notices (SPNs), Invitation for Bids, advertisements, Request for Quotation documents, organizing and conducting bid openings, evaluation reports, obtaining the necessary approvals and No Objection Letters from the World Bank where required, arranging for the contract signing, and distribution to the appropriate authorities
  • Assist in preparing procurement documentation for consulting services including liaising with the technical teams on preparing Terms of Reference, Requests for Expressions of Interest (EOl), advertisements, evaluating EOls and creating shortlists, preparing Request for Proposal documents, evaluating proposals, obtaining the necessary clearances from the World Bank where required, assisting in contract negotiations, minutes of negotiations, draw-up draft contracts and making arrangements for contract signing, and distributing to the
  • Assist in preparing procurement documentation for consulting services including liaising with the technical teams on preparing Terms  of Reference, Requests for Expressions of Interest (EOI), advertisements, evaluating EOIs and creating shortlists, preparing Request for  Proposal documents, evaluating proposals, obtaining the necessary clearances from the World Bank where required, assisting in contract  negotiations, minutes of negotiations, draw-up draft contracts and making arrangements for contract signing, and distributing to the  appropriate authorities
  • Assist in coordinating and ensuring timely responses to clarifications sought by bidders or shortlisted consultants as may be required Assist in ensuring all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank’s Procurement Regulations; and Government of Malawi Public Procurement and Disposal of Public Assets Act Assist in ensuring compliance with procurement methods and prior review thresholds applicable to the project Assist in coordinating responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with World Bank’s Procurement Regulations
  • Assist in preparing minutes of bid evaluation panel meetings, and requests for “no objection”, and coordinating arrangements for the negotiation process, where necessary
  • Assist in coordinating acquisition of Bank No Objections using the World Bank’s Systematic Tracking of Exchanges in Procurement (STEP) where applicable and make follow-ups where necessary, and update procurement records in STEP
  • Assist in ensuring all indications of unethical practices in procurement/contract management, and/or signs of inconsistencies with the legal documents) and the World Bank’s Procurement Regulations are addressed and as needed brought to the attention of the Project Facilitation Team Coordinator
  • Assist the Procurement Specialist to effectively communicate with all Implementing Agents for the MHEPRRP, provide guidance to, and train officers involved in the procurement of goods, works, and services regarding the specific procurement procedures in accordance with the World Bank Regulations and country laws governing the project procurement
  • Assist in establishing and maintaining a procurement records system, including maintaining of contracts register with complete “paper trail” of procurement and implementation of each contract from planning, to the procurement process and contract awards/extensions, until contract completion
  • Assist in preparing quarterly procurement and contract implementation monitoring reports using the formats in accordance with the agreed-upon legal documents), and ensure that the reports are submitted to the Project Coordinator for submission to the Bank through STEP and relevant authorities in a timely manner
  • Assist in drafting correspondences on procurements requesting internal management review and approval of, and required clearances and approvals as shown in the procurement plan
  • Assist in providing technical support to the Project Implementation Team in the various procurement selection steps of the procurement cycle and ensure compliance to the applicable procedures and guidelines
  • Assist in handling bidders and consultants’ complaints and debriefings by ensuring that they are all addressed adequately and in a timely manner and to maintain a complaints database
  • Assist in ensuring adequate arrangements exist for contract administration, implementation and supervision and on the performance of suppliers, contractors and consultants in all contracts under the project Assist in following-up timely processing of payments to suppliers/contractors of goods, works and services in accordance with the signed contract, as well as to ensure that suppliers/contractors honor all the contractual obligations and terms and conditions of contracts, submitting required advance payment guarantees, meeting agreed delivery schedules and payment of due insurance premiums Assist in reviewing and implementing improvements to the institutional procurement arrangements to ensure timely and cost-effective procurement is undertaken under the project
  • Carry out any other duties as may be assigned by the Procurement Specialist from time to time.

The position is available for five years. However, the Assistant Procurement Specialist (APS) shall be hired on a one-year contract, which is renewable annually based on satisfactory performance, availability of funding, and the organization’s needs.

The Ministry of Health invites eligible, qualified and experienced individuals (Consultants) to indicate their interest in providing the services. Interested Consultants should submit their Expressions of Interest providing information and demonstrating that they have the required qualifications and relevant experience to perform the services. The shortlisting criteria are:

Qualifications and Experience

  • BSc in Procurement and Supply Chain Management or any other related discipline (e.g., Business Administration, Law, Project Management, and Engineering)
  • A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS)
  • A minimum of three (3) years of post-qualification experience in procurement and contract management in the public sector
  • Working knowledge of the Government of Malawi’s Public Procurement law and procedures
  • Minimum of 1-year 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.),
  • Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy; and
  • Upholding of anti-corruption and anti-bribery ethics.

Required Competences

  • Prior familiarity with procurement policies, and regulations of development partners and the preparation of specific standard procurement documents on World Bank and knowledge of preparation of bid evaluation reports and new procurement reporting (Systematic Tracking of Exchanges in Procurement)
  • Experience with Donor funded Projects will be an added advantage.
  • Good report writing skills;
  • Proficiency in Microsoft Applications including Excel, PowerPoint and Word.
  • Excellent ability to communicate clearly, accurately and concisely in English, both verbally and in writing.
  • Strong attention to detail and thoroughness in work product.
  • Adility to multi-cask.
  • Ability to work in a team and independently with minimal supervision.
  • Ability to work with tight deadlines and deliver exceptional results.

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” dated November 2020 (“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 (a) below during working hours from 08 – 12 and 13 – 16 hours’ local time (Monday to Friday) except National Public Holidays.

Expression of Interest, including updated curriculum vitae and copies of academic and professional qualifications must be delivered in written form to the address (b) below (in person or by mail) by 16th July 2024

a) Address for information and clarifications:

The Project Coordinator
Ministry of Health
Malawi Health Emergency Preparedness, Response and Resilience Program (MHERRP)
P.O Box 30377, Lilongwe 3
Attention: The Project Coordinator
Email: copy;,,

b) For Expressions of Interest

The Chairperson, Internal Procurement & Disposal Committee
Ministry of Health
Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)
P.O Box 30377, Lilongwe 3
Email: copy;,,