Senior Procurement Specialist

SHIRE VALLEY TRANSFORMATION PROGRAMME (SVTP)
Request for Expressions of Interest for Individual Consultants

Introduction
The Government of Malawi with support from the World Bank and the African Development Bank is implementing the Shire Valley Transformation Programme (SVTP). The program development objective (PDO) for the SVP is to increase agricultural productivity and commercialization for targeted households in the Shire Valley; and to improve the sustainable management and utilization of natural resources.

The SVP is a 14-year program (2018-2031) which is being implemented in three sequential but partially overlapping phases, which involve the following key activities: (1) irrigation service provision: (2) land tenure and natural resources management support; (3) agricultural development and commercialization; and (4) project management and coordination. The SVP targets the development of 43,370 ha abstracting water from the Shire River at Kapichira and conveying it by gravity to the irrigable area (in Chikwawa and Nsanje districts) mainly through canals. It is structured around three coordinated pillars:

• Providing reliable, professionally managed and sustainably financed irrigation service to irrigators in a phased construction of the scheme and providing multiple services including water supply.
• Support farmer organization within a comprehensive land use plan; supporting land tenure strengthening and consolidation; as well as natural resources management; and
• Establishment of smallholder owned commercial farm enterprises transitioning into commercial agriculture from subsistence farming and integrating them into commercial value chains.

The Ministry of Agriculture now invites applications from suitably qualified candidates to fill the following positions which are part of a larger Project Management and Coordination Team, which comprises the Programme Coordinator and other Specialists:

SENIOR PROCUREMENT SPECIALIST (SPS)

i. The position
The Senior Procurement Specialist has the following responsibilities:

• Timely processing of service providers’ selections, procurement of goods, works and contract management for the preparation and implementation of the Project in accordance with the project legal document(s)
• Ensure that all indications of unethical practices in procurement/contract management, and/or sians of inconsistencies with the legal documents) and the World Bank’s Procurement Guidelines and the Consultants Selection Guidelines are addressed and as needed brought to the attention of the Project Coordinator.

ii. Tasks and Responsibilities

• To assist the Project Management Team Coordinator to communicate with, provide guidance to, and train officials involved in the procurement of consulting services and goods regarding the specific procurement procedures in accordance with the World Bank guidelines.
• To prepare and ensure the implementation of a set of service standards for procurement processes.
• Ensure that the World Bank Procurement Tracking System for monitoring the Project procurement activities (STEP) is updated and used in real-time.
• To establish and maintain a procurement records system, including maintain a contract 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.
• To prepare and update the general and detailed procurement plans in consultation with the various stakeholders
• To prepare and publish procurement notices such as the General Procurement Notice, the Request for Expression of Interest, the Invitation for Bid, and the Contract Awards notices.
• To prepare quarterly procurement and contract implementation and monitoring reports using the formats in accordance with the agreed-upon legal documents) and ensure that the reports are submitted to the PC and the Cooperating Partners in a timely manner.
• To draft correspondence requesting internal management review and approval of and required clearances and approvals as shown in the procurement plan.
• Provide support to the technical departments of the MoAIWD and stakeholders in the various procurement selection steps of the procurement cycle and ensure compliance with the applicable procedures and guidelines
• Take the lead in handling bidders and consultants’ complaints by ensuring that they are all addressed adequately and in a timely manner and maintaining a complaints database.
• To ensure that adequate arrangements exist for contract implementation and supervision and preparation of evaluation report on the performance of suppliers and consultants for all contracts.
• To ensure timely payments to suppliers in accordance with the signed contract, as well as to ensure that suppliers honor all the financial terms of contracts such as advance payment guarantee and insurance premiums.
• From time-to-time review and implement improvements to the institutional procurement arrangements to ensure timely and cost-effective procurement is undertaken under the project.
• Any other duties as assigned by the PC

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

• Quality and timeliness of procurement plans
• Quality of documentation submitted for prior review
• Quality of procurement filing
• Quality of documentation submitted during post-reviews
• Quality and timeliness of required reports
• Quality and timeliness of STEP uploads

iv. Reporting
The Senior Procurement Specialist will report to the Project Coordinator for his/her everyday responsibilities.

v. Qualifications and Experience
The Senior Procurement Specialist should meet the following minimum qualifications:

• Must have minimum of Master’s degree in Engineering, Accountancy, Procurement or Logistics and Supply Chain management, Business Administration, Economics or Public Administration and with at 10 years’ experience
• Prior participation in short training courses on the World Bank/African Development Bank procurement and familiarity with procurement policies, knowledge of preparation of specific documents based on standard world bank documents and familiarity with evaluation procedures and reporting is a must.
• Must have a minimum of 10 years’ procurement experience in consultancy and works.
• Experience with donor financed projects such as those funded by the World Bank or African Development
• Good command of English (speaking and writing)
• Good report writing skills.
• Good computer skills in using office applications.
• Skills of working in team and in multi-cultural environment.

vi. Location of Employment
The Senior Procurement Specialist will be based in Blantyre but will be required to travel regularly and extensively to the project area (Chikhwawa & Nsanje) and work closely with an inter-ministerial Task Force in Lilongwe to ensure that progress follows project plans and that appropriate support is provided for project activities.

vii. Services and facilities to be provided by the client
The client will provide the following services and facilities to the consultant:

• Office space
• Office equipment
• Communication facilities
• Logistics for field work

viii. Duration of the Assignment
The assignment is for 2 years renewable for another 12 months upon satisfactory performance in first year.

CONTACT INFORMATION

Further information can be obtained at the address below during office hours from 7:30hrs to 12:00hrs and from 13:00hrs to 17:00hrs except on Weekends and Public Holidays.

Applications including detailed updated Curriculum Vitae and copies of academic qualifications must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by 11th December, 2025.

The Director of Irrigation Services,
Department of Irrigation,
Off Paul Kagame Road,
P.O. Box 30797,
Lilongwe
Malawi.
(Attention: The Principal Human Resources Management Officer

Alternatively, applications may be emailed to: enakoma@yahoo.com cc: mwalabu2005@yahoo.co.uk