REOI – Individual Consultants: Procurement Officer at SADP II

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REOI –
Individual Consultants

1st Edition

December2020
Foreword

This REOI is based on the 1st edition of the IFAD-issued standard procurement document for REOI advertisement – individual consultants to be used in projects financed by IFAD, available at www.ifad.org/project-procurement.

IFAD does not guarantee the completeness, accuracy or translation, if applicable, or any other aspect in connection with the content of this document.

REQUEST FOR EXPRESSIONS OF INTEREST

(Individual Consultants: Procurement Officer)

LESOTHO

GAFSP

Assignment title: Recruitment of Procurement Officer

Reference no. (as per procurement plan): LS-2000002563-003-NP-STAFF-TORS

The Ministry of Agriculture Food Security and Nutrition under SADPII Project has receivedfinancing from the International Fund for Agricultural Development (IFAD) towards the cost of GAFSP,and intends to apply part of the proceeds for the recruitment of consulting services provided by an individual consultant as part of the post of recruitment of Procurement Officer.

The use of any IFAD financing shall be subject to IFAD’s approval, pursuant to the terms and conditions of the financing agreement, as well as IFAD’s rules, policies and procedures. IFAD and its officials, agents and employees shall be held harmless from and against all suits, proceedings, claims, demands, losses and liability of any kind or nature brought by any party in connection withGAFSP.

The consulting services (“the services”) include the Engagement of a Procurement Officer, for 24 months

This request for expressions of interest (REOI) follows the general procurement notice that appeared on the IFAD website on 4th April 2024, on UNDB on4th April 2024and on Lesotho local newspapers on 4th April 2024.

The attention of interested consultants is drawn to IFAD’s Anti-Money Laundering and Countering the Financing of Terrorism Policy[1] and the Revised IFAD Policy on Preventing Fraud and Corruption its Activities and Operations[2]. The latter sets forth IFAD’s provisions on prohibited practices. IFAD further strives to ensure a safe working environment free of harassment, including sexual harassment, and free of sexual exploitation and abuse (SEA) in its activities and operations as detailed in its IFAD Policy to Preventing and Responding to Sexual Harassment, Sexual Exploitation and Abuse.[3]

Interestedconsultants shall not have any actual, potential or reasonably perceived conflict of interest. Consultants with an actual, potential or reasonably perceived conflict of interest shall be disqualified unless otherwise explicitly approved by the Fund. Consultants are considered to have a conflict of interest if they a) have a relationship that provides them with undue or undisclosed information about or influence over the selection process and the execution of the contract, or b) have a business or family relationship with a member of the client’s board of directors or its personnel, the Fund or its personnel, or any other individual that was, has been or might reasonably be directly or indirectly involved in any part of (i) the preparation of the REOI, (ii) the selection process for this procurement, or (iii) execution of the contract. Consultants have an ongoing obligation to disclose any situation of actual, potential or reasonably perceived conflict of interest during preparation of the EOI, the selection process or the contract execution. Failure to properly disclose any of said situations may lead to appropriate actions, including the disqualification of the consultant, the termination of the contract and any other as appropriate under the IFAD Policy on Preventing Fraud and Corruption in its Projects and Operations.

The Ministry of Agriculture Food Security and Nutrition Lesotho under SADPII Projectnow invites eligible Individual consultants (“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 in the form of a curriculum vitae (CV). A consultant will be selected in accordance with the individual consultant selection (ICS) method set out in IFAD’ Project Procurement Handbook that can be accessed via the IFAD website at www.ifad.org/project-procurement. Interviews will be conducted as part of the selection process.

The shortlisting criteria are:Qualifications, Specific and General experience as stipulated in the TORs

Any request for clarification on this REOI should be sent via e-mail to the address below [email protected] later than 11th April 2024 , 16:00hrsand Harare Pretoria time zone. The client will provide responses to all clarification requests by 18th April 2024, 16:00hrs and Harare Pretoria time zone.

Expressions of interest in the form of curriculum vitae (CV) must be delivered in a written form to the address below ( by mail[email protected]) by 24th April 2024 , 16:00hrs.

Attn: Project Director

Ministry of Agriculture Food Security and Nutrition SADPII Project

P.O. Box 24

Livestock Offices Moshoeshoe II , Maseru

100,

Lesotho

Tel:+266 22312578

E-mail: [email protected]

OBJECTIVES OF THE ASSIGNMENT

TERMS OF REFERENCE

To support the effective management of the procurement function for the project and carry out assigned tasks, under strict deadlines in conformity with the provisions of the agreed guidelines

POSITION/ASSIGNMENT: Procurement Officer

REPORTING TO: Procurement Specialist

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 muchneeded 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

Reporting to the Procurement Specialist, and as a response to additional responsibilities brought on by the (GAFSP) additionality, the Procurement Officer will be responsible for assisting with Planning, coordinating, executing and delivery of Project procurement functions consistent with the agreed project procurement plan/arrangement with Quality and efficiency.

The SADP 2 follows Government of Lesotho and World Bank guidelines and procedures as stated in the Financing agreement. The procurement under the Additional Financing (AF) will follow the IFAD Procurement Guidelines as stated in the AF Agreement.

  • SCOPE OF SERVICES
  1. Ensure the preparation and assembly of tender and contract documents for specific procurements according to Government and IFAD Guidelines.
    1. Using the IFAD’s Standard procurement documents, prepare 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 IFAD Procurement Rules and Procedures.
    1. 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.
    1. In consultation with the relevant technical staffs of the organizations, coordinate the preparation of terms of reference, and technical specifications using standard documentation agreed upon between IFAD and the Government, and participate in the 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.
    1. Prepare tender notices and advertisements in appropriate national and international papers and websites as required.
    1. Participate in relevant tender committee meetings at the Lead Agency and assist with the preparation of committee reports.
    1. Review and advise on tender evaluation reports prepared by the districts and other implementing agencies and make necessary follow-up.
    1. Under the supervision of the Procurement specialist, monitor and ensure timely responses to procurement questions raised by the IFAD. For services, follow-up with the short-listed consultants, to ensure their participation in the selection exercise.
    1. (i) Maintain procurement files containing high quality and readily available information for review by supervision missions.
    1. Maintain the contract register and regularly update the same with monitoring data on progress of all contracts.
    1. Under the supervision of the Procurement Specialist, liaise with all relevant teams within the organizations with a view to prepare monthly, semi-annual, 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.
    1. 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.
    1. Participate in procurement audits and reviews of the Project.
    1. Undertake any other duties related to procurement management as may assigned by the Project Director (PD).
  • CONTRACT DURATION AND CONDITION
    • Contract duration is 24 Months from date of signature, subject to a satisfactory performance during the probationary period of Four (4) months of the incumbent and subject to business continuity and availability of funds.
    • The assignment is planned to condescendence by September 2026.
  • 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.
  • DELIVERABLES AND FINAL OUTPUTS

Working with the Procurement Specialist, the Procurement officer will be expected to produce the following deliverables, among others:

  1. Procurement Plans
    1. Budgets and Selection criteria
    1. Procurement notices and reports
    1. Various solicitation documents
    1. Clarifications/amendments to various procurement and solicitation documents
    1. Bid/Proposal evaluations
    1. Minutes of negotiations
    1. Draft and final contracts
    1. Capacity building and training plans and reports
    1. Action plans for training and capacity-building programs
    1. Short-listing, evaluation reports, records of public bid/proposal openings
    1. Minutes of meetings for confirmation of the expressions of interest/ proposals
    1. Notifications of contracts awarded.
    1. Procurement Monitoring Reports
    1. Other reports and documents as required.
  • 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.
    • Be computer literate.
    • Be fluent in both English and the national language (Sesotho).
    • Have good interpersonal and communication skills.
    • Knowledge of/experience international development organizations’ procurement procedures would be an added advantage.
    • Good knowledge of the institutional, technical, and commercial aspects of procurement.
    • 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, work independently, or under minimum supervision.
    • Demonstrated ability to adapt to challenges and changes in the workplace.
  • 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.
    • The Project Director – SADP II is responsible for the coordination of activities acceptance and approval of the reports.
    • A consultant will be selected in accordance with the selection of Individual Consultants Method set out in the IFAD Procurement Framework including IFAD’s project Procurement guidelines and IFAD Procurement Handbook.
    • 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 f 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.

[1] The policy is accessible at https://www.ifad.org/en/document-detail/asset/41942012.

[2] The policy is accessible at www.ifad.org/anticorruption_policy.

[3] The policy is accessible at https://www.ifad.org/en/document-detail/asset/40738506.

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