Ethiopia Flood Management Project

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – INDIVIDUAL NATIONAL)

FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

ETHIOPIA FLOOD MANAGEMENT PROJECT (E-FMP)

Grant No. E124-Et

Assignment Title: Consultancy Service for Individual consultant (IC) – Procurement specialist for the ET-Flood Management Project -Management Unit (PMU).

(Procurement Ref. ET-MOWE-371917-CS-INDV)

The Government of Ethiopia has received financing from the World Bank toward the cost of the Ethiopia Flood Management Project and intends to apply part of the proceeds for consulting services.

The consulting services (“the Services”) include:  provision of procurement consultancy service to Ministry of Water and Energy (MoWE) as a general and in the Procurement Executive office (PEO) who has the responsibility for managing and coordinating the program Procurement activities implemented by the Ministry of Water in particular in collaboration with the technical specialists, financial management specialists, Contract Administration Team experts. The Procurement Individual Consultant is to deliver expertise in Procurement activities of the E-FMP PMU in Ministry of Water and Energy, under the Procurement Executive officer and E-FMP   program.

1. OBJECTIVES OF THE ASSIGNMENT:

The objective of the service is to provide support to the MOWE/PMU adherence to the procurement procedures and ensure timely preparation of procurement plans based on approved work plans and ensure timely updating in event of changes to proposed activities in the procurement plan; communicates with PCU and PITs providing them with the procurement directions, information, systems and skills as well as ensure the maintenance of sound Procurement arrangements consistent with agreements, manuals and project documents.

MOWE CPU/EFMP PMU would affirm that work plans drawn by the Procurement Management Individual Consultant are logically compatible with his/her respective job descriptions and would monitor that the planned services are delivered by the expert in a manner and in line with the objective of the project. 

1. SCOPE OF SERVICE

The scope of the assignment includes the following tasks:

The Consultant shall do everything necessary to assist the MOWE CPU/EFMP PMU to achieve the above stated objectives, and in so doing, shall carry out all necessary tasks, including but not necessarily limited to the following:

• Review and  Get acquainted with the EFM  project legal documents: Financing Agreement, The POM, PAD, DFA  and Procurement Regulations, and the application of these documents for implementation
• Prepare Key Performance Indicators and ensure that they are appropriately used to monitor progress;
• Review as necessary the standard procurement documents prepared for the project, ensure the appropriate use of them by the implementing agencies and provide inputs for updating and enriching the documents;
• Conduct frequent travel to project area and regions to review and ensure the quality of the Project performance and Reporting with technical staffs.
• Coordinate procurement activities of all PCU and PITs and mange contracts and report to Bank.
• Reports and work closely with the PMU coordinator, MoWE PCU and the PITs.
• Prepare procurement plans based on approved work plans and ensure timely updating in event of changes to proposed activities in the procurement plan.
• Review the project/procurement operations manual and provide formal and on the job training for procurement staff in the PMU,PCU and PITs on the application of the manual and standard procurement documents.
• Review procurement documents prepared for the project, the bidding documents, bid evaluation reports and the Contract documents and insure its quality
• Provide input to the PMU,PCU and  PITs quarterly report on procurement.
• Ensures the proper integration of the procurement information into the overall project monitoring and evaluation system.
•  Compile quality assured Procurement Plans and Contract Registers. 
• Prepare procurement process tracking and follow-up system, and prepare contract status tracking system, and monitor and report on procurement and contract activities.
• Organize, Support and implement all procurement activities within the PITs based on the applicable procurement procedures.
• Monitor, supervise and participate (as needed) in the collection of data and preparation of technical specifications (in consultation with the project offices) for the proper purchasing of services, works and goods needed for the project through Performa and / or shopping.
• Prepare General Procurement Notice (GPN) and Specific Procurement Notices (SPN) to be published in Development Business, DG Market and/or national newspapers.
• Draft, publish and float invitation of bids for the procurement of works, goods and non-consulting services and Request for Expressions of Interest (REOI) for consulting services as per the Bank’s Procurement Regulations.
• Provide close support and guidance to senior procurement staffs of PITs and recommend actions and closely work with them.
• Assist in the operations of bid receipt and opening for the procurement of works, goods and non-consulting services and consultants and in the recording and drafting of the Minutes of bid opening. If required, provide clarification to queries regarding bidding documents raised by prospective bidders
• Evaluate bids, technical proposals and financial offers made for the procurement of works, goods and non-consulting services and recruitment of consultants under the project.
• Prepare contracts for signature and receive securities.
• Follow-up the timely receipt of goods and reports by suppliers and consultants in accordance to their respective contracts.
• Provide close support to the technical staff for the timely completion of works consultancy services contract.
• Prepare & coordinate procurement correspondence with the World Bank and follow up in all cases in which a “No Objection” is required.
• Receive bidders and consultants’ complaints and closely work with the relevant officials and staff for the properly and timely addressing of the complaints.
• Keep records and files of all procurement documentation both in the case of activities subject to prior and post reviews by the World Bank and auditors.
• Keep accurate records of procurement activities, including purchase register, deliveries and completion of works, for the use of procurement post-reviews and auditing by the Bank.
• Prepare capacity building training materials and provide formal and on the job training for procurement and technical staff in the project office and Head Office on the application of the manual and standard procurement documents.
• Provide assistance to the independent auditors as wells as to the World Bank’s procurement reviewers while reviewing procurement activities..
• Prepare procurement process tracking and follow-up system, and prepare contract status tracking system, and upload and submit the procurement plan and all documentation at each procurement stage in STEP.
• Prepare procurement adverts and have them published locally, and where appropriate, internationally;
• Guide/assist the Procurement Evaluation Committees in the evaluation of EOIs/Bids/Proposals and prepare Evaluation Reports;
• Provide guidance/assistance in the management, completion of contracts and preparation of contract amendments;
• Develop, design and execute a procurement filing and record management system;
• Provide procurement support during contract management including contract amendments.
• Undertake any other functions directly related to the efficient execution of procurement.

1. SPECIFIC OUTPUTS EXPECTED FROM SPECIALIST

The consultant shall deliver the following outputs:

• Annual Procurement Plans;
• Project Procurement Strategy Document;
• Procurement Adverts, Bidding Documents, Evaluation Reports, Contract Documents and Contract Amendments;
• Inputs on procurement for the development/update of the Project Operations Manual; and
• Progress reports on all procurement activities.

1. DURATION OF THE ASSIGNMENT

The assignment will be for one year with possibility of extension based on evaluation of performance.

1. REQUIRED QUALIFICATIONS/COMPETENCES

     The following skills are essential for this work: 

• Academic specialization: The Consultant to be hired shall have BA/BSc/MSc/MA or above in civil engineering or hydraulic engineering, marketing, management. Economics or business Administration field from a recognized university.
• Professional experience:

• S/he should have relevant work/practical experience of at least ten years for applicants with MSc/MA degree ten years for applicants with 12 for BSC/BA degree as a Procurement Specialist.
• The candidate should have demonstrated three years’ experience in projects financed by external donors such as the World Bank, AfDB, etc. or projects
• Communication and training skills are essential.

• Training Requirement: The consultant should have taken training on public procurement

• Having experience of STEP will be an added advantage.

• Language: Fluency in both English and Amharic language in written and oral communications required.

Personal Skills and competencies

• Strong quantitative skills and an analytical mindset
• Excellent communication and interpersonal skills – ability to work well in a multi-cultural team environment
• Ability to prepare written reports in a clear and concise manner
• Ability to work with minimum supervision

Language: Fluency in both English and Amharic language in written and oral communications required.

1. RESPONSIBILITY OF THE EMPLOYER

The Employer- client will:

• Avail all necessary data and document available
• Facilitate to have access to data and documents available in the government’s institutions.
• Provide office facilities (Computers, space, table, and chair)
• Provide transportation for field visits
• Facilitate and organize stakeholders’ workshop

1. MANAGEMENT PROCEDURES

Contractually, the consultant will report to the MOWE-CPU and PMU Coordinator, and work closely with other PMU staff. And shall also work closely with the World Bank’s, EMI, EDRMC PIT/PCU Task Team Leader (Ethiopia) and other designated World Bank staff and consultants.

1. REPORTING

• The consultant reports to PMU coordinator
• Submits reports of the field visits, workshops and meeting results (minutes) within agreed time frame
• Reports monthly, quarterly, and yearly project status.

1. The Ministry of water and Energy now invites eligible “Individual Consultants” to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.
2. 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” July 2016 updated in November 2020.Procurement will also comply with “Guidelines on Preventing and Combating Fraud and Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants” revised as of July 1, 2016.
3. A Consultant will be selected in accordance with the individual consultants Selection method set out in the Consultant Guidelines.
4. Further information can be obtained at the address below during office hours from 9:00 am to  

12:00 noon and 2:00 pm to 5:00 pm from Monday to Friday

1. Interested individual consultants may submit their CVs and credentials with written applicant to the address below (in person, by mail, or by e-mail) on or before 30 September 2024, 4:00 pm.

Ministry of Water and Energy

Attn: Mr. Temesgen Ketema

Haile Gebresilassie Avenue 3rd floor, Room Number 323

P.O. Box: 5744

Tel: +251116898006

E-mail:  mamushketema9200@gmail.com / birukako2000@gmail.com

Addis Ababa, Ethiopia