KINGDOM OF LESOTHO
MINISTRY OF AGRICULTURE AND FOOD SECURITY
LESOTHO SMALLHOLDER AGRICULTURE DEVELOPMENT PROJECT II
REQUEST FOR EXPRESSION OF INTEREST
(CONSULTING SERVICES- INDIVIDUAL CONSULTANTS SELECTION METHOD)
LOAN NO: P165228
CREDIT NO: IDA -64220 -LS
ASSIGNMENT TITLE: PROCUREMENT OFFICER
REFERENCE NO: LS-MAFS-378852-CS-INDV
DURATION: THIRTY-SIX MONTHS
DUTY STATION : PMU MASERU
BACKGROUND
The Government of Lesotho is implementing the Smallholder Agricultural Development Project (SADP) 2 with financial support from the World Bank, Government of Japan and the International Fund for Agricultural Development (IFAD). The project covers ten districts – Maseru, Leribe, Botha-Bothe, Mokhotlong, Thaba-Tseka, Berea Mafeteng, Mohale’sHoek, Quthing and Qacha’sNek. SADP is coordinated by the Project Management unit (PMU) based in Maseru. The project has four components:
- Component 1. Promoting Climate Smart Agricultural Practices and Advisory Services. This component aims at strengthening the adaptive capacity of smallholder farmers to adjust and modify their production systems to minimize the potential future impacts from climate variability
- Component 2. Improving Agricultural Commercialization and Nutrition. This component will build on Component 1 by addressing financial constraints in the agricultural sector so that the training and advisory services provided under Component 1 is complemented with much-needed financing to help the farming community undertake productive and profitable investments.
- Component 3. Project Management, Coordination and Monitoring and Evaluation It is responsible for: implementation and coordination, financial management and procurement, communication, visibility and awareness programs, environmental management and safeguards, and monitoring and evaluation.
- Component 4. Contingency Emergency Response Component (CERC). This is a zero allocation to partially cover emergency response via implementation of key activities by the appropriate agencies to respond to the emergency.
OBJECTIVES OF THE ASSIGNMENT
TERMS OF REFERENCE
For Individual Consultant Position
Project: Lesotho Smallholder Agricultural Development Project (SADP)
POSITION/Assignment: Procurement Officer
DUTY STATION : Maseru
1. BACKGROUND OF THE ASSIGNMENT
The Government of Lesotho is implementing the Smallholder Agricultural Development Project (SADP) 2 with financial support from the World Bank, Government of Japan and the International Fund for Agricultural Development (IFAD). The project covers ten districts – Maseru, Leribe, Botha-Bothe, Mokhotlong, Thaba-Tseka, Berea Mafeteng, Mohale’sHoek, Quthing and Qacha’sNek. SADP is coordinated by the Project Management unit (PMU) based in Maseru. The project has four components:
Component 1. Promoting Climate Smart Agricultural Practices and Advisory Services. This component aims at strengthening the adaptive capacity of smallholder farmers to adjust and modify their production systems to minimize the potential future impacts from climate variability
Component 2. Improving Agricultural Commercialization and Nutrition. This component will build on Component 1 by addressing financial constraints in the agricultural sector so that the training and advisory services provided under Component 1 is complemented with much-needed financing to help the farming community undertake productive and profitable investments.
Component 3. Project Management, Coordination and Monitoring and Evaluation It is responsible for: implementation and coordination, financial management and procurement, communication, visibility and awareness programs, environmental management and safeguards, and monitoring and evaluation.
Component 4. Contingency Emergency Response Component (CERC). This is a zero allocation to partially cover emergency response via implementation of key activities by the appropriate agencies to respond to the emergency.
2. OBJECTIVES OF THE ASSIGNMENT
Reporting to the Procurement Specialist, the Procurement officer will be responsible for assisting with Planning, coordinating and execute and deliver Project procurement function consistent with the agreed project procurement arrangement with Quality and efficiency. The project follows Government of Lesotho and World Bank guidelines and procedures as stated in the Financing agreement.
3. SCOPE OF SERVICES
(a)Ensure the preparation and assembly of tender and contract documents for specific procurements according to Government and IFAD guidelines.
(b)Using the Bank’s Standard procurement documents, assist in preparing Bidding Documents and Request for Proposals (RFP), Request for Quotations, Letters of Invitations, clarifications/amendments to procurement documentation, minutes of the Evaluation Committees and negotiation meetings, Evaluation Reports, contract award decisions, etc. These should include standardized forms to be used for International and Local Shopping methods to conform to the Bank Procurement Rules & Procedures.
(c)In consultation with the Project Managers and Procurement Specialist, prepare and update the project’ s Annual Procurement Plan and Budget detailing contract packages (including estimated cost) for goods, consultancy services and non-consulting services, the procurement/selection methods and processing times until completion of each procurement activity.
(d)In consultation with the relevant technical staffs of the organizations, coordinate the preparation of (Terms of Reference), technical specifications using standard documentation agreed with the Bank and organizations, and participate in evaluation of bids, expressions of interest for preparation of shortlists, pre-qualification of suppliers, etc., where necessary. The Consultant shall review Terms of Reference and specifications for completeness, consistency, and fairness, and if necessary, suggest amendments
(e)Prepare tender notices and advertisements in appropriate national and international papers and websites as required.
(f)Participate in relevant tender committee meetings at the Lead Agency and assist with the preparation of committee reports.
(g)Review and advise on tender evaluation reports prepared by the districts and other implementing agencies and make necessary follow-up.
(h)Under the supervision of the Procurement specialist, Monitor and ensure timely responses to procurement questions raised by the Bank. For services, follow-up with the short-listed consultants, to ensure their participation in the selection exercise.
(i)Maintain procurement files containing high quality and readily available information for review by supervision missions.
(j)Maintain the contract register and regularly update the same with monitoring data on progress of all contracts.
(k) Under the supervision of the Procurement Specialist, liaise with all relevant teams within the organizations with a view to prepare monthly, semiannual, and annual procurement reports (or other periods as may be required) as inputs into the Project stakeholder reports to be submitted to donor partners, member countries, the Bank, and other relevant stakeholders. Regular monitoring of procurement across the Project and problem-solving as needed including regular updates on problems experienced and on changing needs for specific types of advice
(l) Participate in procurement audits and reviews of the Project.
(m) Undertake any other duties related to procurement management as may assigned by the PD.
4. CONTRACT DURATION AND CONDITION
• Contract duration is three years, but renewable upon satisfactory performance of the incumbent and subject to business continuity and availability of funds. The assignment is planned to condescendence by September 2026.
5. FACILITIES TO BE PROVIDED BY THE CLIENT
• The Client shall render the Officer with all such facilities as may be reasonably required to enable the Officer to discharge his/her duties that is office space, laptop/computer, landline telephone, and transport related to the assignment delivery.
6. DELIVERABLES AND FINAL OUTPUTS
Working with the Procurement Specialist, the Procurement officer will be expected to produce the following deliverables, among others:
– Procurement Plans
– Budgets and Selection criteria
– Procurement notices and reports
– Various solicitation documents
– Clarifications/amendments to various procurement and solicitation documents
– Bid/Proposal evaluations
– Minutes of negotiations
– Draft and final contracts
– Capacity building and training plans and reports
– Action plans for training and capacity-building programs
– Short-listing, evaluation reports, records of public bid/proposal openings
– Minutes of meetings for confirmation of the expressions of interest/ proposals
– Notifications of contracts awarded
– Procurement Monitoring Reports
– Other reports and documents as required.
7. QUALIFICATIONS AND REQUIRED EXPERIENCE
Have a bachelor’s degree in Procurement, Law, Engineering, Commerce, Public Administration, Accounting, or any other related field. A postgraduate qualification will be an added advantage.
•Have a minimum of 5 years’ experience dealing with procurement of civil works, goods, and services, and with the award of contracts for Government/donor-funded projects.
•Have experience in preparing tender and contract documents for national and international competitive bidding.
•Have a comprehensive knowledge of Public Procurement Regulations, as well as procurement guidelines for IFAD and the World Bank.
• Be computer literate.
• Be fluent in both English and the national language.
• Have good interpersonal and communication skills.
Skills/Abilities
•Knowledge of/experience with Bank/other international development organizations’ procurement procedures would be an added advantage.
•Good knowledge of the institutional, technical, and commercial aspects of procurement.
•Worked as a procurement specialist in a donor-financed project, capacity building in procurement, etc.
•Experience in delivering projects at the international level.
•Demonstrated high experience in contract management at the managerial level.
•Fluency in spoken English and the ability to write lucid reports and documents in English is required.
• Strong organizational skills and ability to work in a team-oriented, dynamic, and diverse environment.
•Proven track record in working effectively within multidisciplinary teams, recognizes the value of sharing ideas, knowledge, and information with others, and takes personal responsibility for doing so.
•Demonstrated computer skills, and knowledge of Microsoft Office Suite especially, Word, Excel, and PowerPoint.
•Ability to handle multiple tasks simultaneously, set priorities, and work independently, or under minimum supervision.
•Demonstrated ability to adapt to challenges and changes in the workplace
8. CLIENT ASSIGNMENT MANAGEMENT AND REPORTING ARRANGEMENTS
The consultant is subject to an annual performance review. The performance evaluation shall be based on the work program/ plan prepared at the beginning of each rated period.
Project Director – SADP II is responsible for the coordination of activities acceptance and approval of the reports.
The attention of interested Consultants is drawn to Section III paragraphs 3.14 to 3.17 of THE World Bank’s Procurement Regulations for IPF Borrowers, PROCUREMENT IN INVESTMENT PROJECT FINANCING Goods, Works, Non-Consulting and Consulting Services, Fourth Edition, November 2020, setting forth the World Bank’s policy on conflict of interest. A consultant will be selected in accordance with the selection of Individual Consultants Method set out in the Procurement Regulations.
The short-listed candidate will be requested to participate in personal interviews and submit the names and contact details of personal referees who can attest to their abilities. A pre-employment screening and background check will be done on all short-listed candidates. The successful candidate must understand the objectives and delivery mechanisms of the projects’ portfolio. He/she must be willing to work in a team, be flexible to emerging or changing conditions, and undertake initiative in his/her broad field of actions.
The attention of interested Consultants is drawn to Section III paragraph 3.14 to 3.17 of THE WORLD BANK’S Procurement Regulations for IPF Borrowers, PROCUREMENT IN INVESTMENT PROJECT FINANCING Goods, Works, Non-Consulting and Consulting Services, Fourth Edition, November 2020, setting forth the World Bank’s policy on conflict of interest. A consultant will be selected in accordance with selection of Individual Consultants Method set out in the Procurement Regulations.
SUBMISSION
Expressions of interest accompanied by a detailed CV must be delivered in a written form to the address below by email by 12:00hrs local time on the 11th September 2023 clearly marked ‘’ Expression of Interest for PROCUREMENT OFFICER”
To: Project Director SADP
Ministry of Agriculture and Food Security
Department of Livestock Services -Moshoeshoe 11
P.O. Box 24
Maseru 100 Lesotho.
Email: [email protected] copied to [email protected]
Only shortlisted candidates will be notified.