Procurement Management Individual Consultant – Lusaka Office

1. Background
Concern Worldwide Zambia (CWWZ) has started implementing the Zambia Female Youths Livelihood and Nutrition Enhancement Project (FYNEP) from 1st of July 2015 in collaboration with World Bank with a Funding from the Japanese Social Development Fund. The Project Development Objective (PDO) is to improve access to livelihood opportunities and nutrition among selected female youths in targeted project areas. The project has 4 main components; a life skills curriculum to increase control and knowledge around life choices and nutrition, a livelihoods component focussed on agricultural livelihoods related to improved nutrition, a health component to directly support pre-conception nutrition and nutrition outreach. The project is implemented in close coordination with government at the Provincial and District level and through a National level Steering Committee chaired by the Ministry of Community Development Mother Child Health (MCDMCH). This project will benefit an estimated 24,600 persons in Limulunga and Kaoma Districts, through different project activities.
2. Objectives of the Consulting Assignment
The main objective of this consultancy is to manage procurement of goods and services (including consultants) to ensure that all project inputs and supplies and all project individual consultants are procured and recruited on a timely basis in line with the proposal, implementation guide, work-plan, grant agreement and budget, and in accordance with Concern Worldwide and World Bank procedures and regulations.
3. Scope of the work
Procurement Process Management
  • Render support on procurement issues as necessary based on a thorough understanding of World Bank and Concern Worldwide Policy and Guidelines
  • Help prepare procurement packages as appropriate
  • Review technical specifications, refine Terms of Reference (TOR) and prepare Request for Proposals (RFP) and bidding documents for the project using standard World Bank guidelines and in line with Concern WW policy.
  • Review and evaluate procurement proposals and documents received and support units in the process of engaging consultants and bidders.
  • Follow up with Concern Worldwide staff and FYNEP consultants to have RFP’s and bidding documents approved and issued on a timely manner according to the approved procurement plan
  • Manage the advertising process involved in procurement, procurement correspondence, bid  receipt and bid opening in strict accordance with the agreed procurement procedures
  • Manage the project procurement filing system in a systematic manner and ensure all documents are in place in compliance with the Concern Worldwide and World Bank guidelines.
  • Participate in contract negotiations
  • Prepare and execute purchase orders and requisitions.
  • Prepare payment requests.
  • Provide assistance to the Concern Worldwide Logistics and Procurement Officer as required.
Vendor Management
  • Develop and execute measurement tools to accurately gauge vendor’s performance (quality, delivery times etc) and communicate results internally and externally as necessary
  • Check invoices to ensure correct price, follow through to ensure that materials orders have been received, examine the condition of materials received and approve invoices for payment
  • Maintain procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports using the Concern Worldwide tracker.
Procurement Reporting
  • Prepare and review evaluation reports to submit through the Director-Systems  for onward submission to the World Bank for approval
  • Follow up with Concern Worldwide staff and the World Bank to have the evaluation reports approved in a timely manner
  • Monitor and report the procurement implementation status and progress to Concern Worldwide and World Bank as required
  • Follow up with Concern Worldwide staff and the World Bank to obtain approval of the procurement plan/documents in a timely manner
  • Prepare physical progress and procurement reports quarterly for the World Bank
Human Resource Management
  • Drafting of TORs for individual consultants
  • To assist with the design of individual consultants vacancy notices.
  • To assist with initial screening for short listing using the short listing matrix.
  • Contacting candidates for interview.
  • To serve as a member on selected interview panels.
  • To liaise with relevant staff to ensure all logistics are in place for interviews.
  • Responding to candidates who have not been successful after interview.
  • Coordinate induction activities for new individual consultants
  • To forward key documents discussed during the induction to new consultants
  • To work with Director Systems to develop the induction materials used
  • Drafting of consultancy agreements of employment and other HR related communications
  • To maintain individual consultant files, updating on an on-going basis to ensure all files contain the necessary data within HR audit requirements
  • Updating of new consultants and departing consultant’s checklists for the individual consultant HR files.
  • Track Consultancy Contract end dates – send out reminders to all line managers on contract end dates for the individual consultants they manage.
  • Prepare payment document for all consultancies in collaboration with the Project Coordinator and the Director of Programmes.
4. Capacity Building and Transfer of Knowledge
The consultant will conduct relevant training for Concern staff on Procurement and Consultant   management and reporting. The Consultant will also conduct regular supportive supervision and provides continues technical guidance for implementing team.
5. Reports and Schedule of Deliveries
  • Project procurement completed and goods and services in place or contracts finalised.
  • Procurement documentation complete and filed in line with Concern WW and World Bank guidelines and policies.
  • Monthly and quarterly reporting
  • Essential relations with vendors, FYNEP consultants, internal Concern staff and World Bank procurement unit
  • Individual consultants recruited as per World bank and Concern agreed regulations
  • TORs in place for all individual consultants
  • Recruitment documentation complete for all consultants
The overall consultancy work will be for up to 6 months based in Lusaka with some travel to Kaoma and Mongu. However, Concern may increase the duration based on project demand and level of accomplishment of the first assignment.
6. Data, services, personnel, and facilities to be provided by the Borrower
Concern Worldwide will provide all data, services and facilities including IT equipment to support the consultant carry out this assignment.
7. Institutional and Organizational Arrangements
The Consultant will report to Director system and will work closely with Finance Officer, Project Coordinator , Country Finance Controller, Director of Programme and Officer Manager for effective project implementation.
8. Consultant qualifications and experience
  • At least a Bachelor’s Degree in Finance, Business Administration and/or an advanced diploma in Purchasing and Supplies (Professional Stage) of Chartered Institute of Purchasing and Supplies or its equivalent.
    • Current Membership of CIPS is Mandatory.
    • Served for a minimum period of 5 years in procurement and supplies management in a recognized institution
    • Proven knowledge and understanding of project planning, implementation and good analytical capabilities
    • Knowledge of World Bank procurement procedures an advantage or demonstrable experience working with and implementing donor guidelines related to procurement.
    • Well-developed IT skills with proficiency in MS Office programs
    • Demonstrated ability to work as part of a team
  • Demonstrated high ethical standards and high level of integrity and confidentiality
To apply for any of the above positions enclose the application and CV to:
The Human Resource,
Concern Worldwide,
plot No 5466, Libala Road
Closing date for receipt of applications is Tuesday 1st March, 2016  
You can also email your application letter and CV only to cc:  Please DO NOT email academic and professional certificates as they will only be required during the interviews to the applicants who will be responded to. 
Concern Staff Code of Conduct and Programme Participant Protection Policy
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