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National Consultant - IC/GCF/2018/73 - Procurement Specialist

Colombo (Sri Lanka)

Background

BACKGROUND

The Government of Sri Lanka secured a grant from the Green Climate Fund (GCF) through United Nations Development Programme to implement a Project in the Dry Zone of Sri Lanka. The Project will be implemented by the Ministry of Mahaweli Development and Environment (MMDE) with the technical assistance of the United Nations Development Programme (UNDP).   This Project, titled Climate Resilient Integrated Water Management (CRIWMP) will support the Government to implement integrated solutions to water management in three river basins (i.e. Mi Oya, Malwathu Oya, Yan Oya) in the Dry Zone of Sri Lanka. The Project aims to achieve higher levels of food, livelihoods and water security for flood and drought affected poor communities. GCF resources will be invested in improving access to irrigation and eco-system based agricultural practices, improved community managed drinking water infrastructure, scaling up decentralized drinking water systems and strengthening early warning, forecasting and climate advisories to protect farmers, particularly women from climate related impacts.

The Project will benefit 770,500 people living in the above three river basins directly through investments in irrigation, agriculture, drinking water and disaster risk management. Moreover, around 1.2 million people living in Kurunegala, Puttalam, Anuradhapura, Polonnaruwa, Trincomalee, Vavuniya and Mannar districts will indirectly benefit from the project interventions in capacities and early warning systems.

The Project implementation modality includes a Project Management Unit established under the Ministry of Mahaweli Development and Environment with the Project Director, Deputy Project Director, Project Accountant and other project staff. UNDP as the responsible party for Project assurance will provide technical assistance to implement the Project. Under this, the service of a team of technical specialists will be provided by UNDP to facilitate the implementation of the Project. Further, UNDP is also providing project support to the Project Management Unit, by hiring and placing required project support staff based on the need.

The Consultant will be part of the UNDP’s technical team for Project implementation and is responsible for the overall management of procurement under the Project.

SCOPE OF WORK AND OBJECTIVES

The Procurement Specialist is responsible for overall management of procurement and will support the Project Management Unit to ensure compliance with the Government of Sri Lanka and UNDP guidelines on procurement. The consultant shall work in close collaboration with CRIWM Project team in all the procurement activities.   

Duties and Responsibilities

RESPONSIBILITIES

The Consultant shall submit a comprehensive financial proposal to carry out following key activities according to the above scope of work;

  • Support CRIWM project team to prepare Bidding documents;
  • Support CRIWMP in contractor pre-qualification process; 
  • Compile pre-qualified supplier’s details and develop a data base;
  • Support the CRIWM project team to arrange site visits and pre- bid meetings;
  • Support CRIWMP evaluation team to evaluate bidding documents;
  • Preparation of Reports for review committee submissions.

The Procurement Specialist will be directly responsible for the following tasks:

  • The Procurement Specialist will, among other things, provide guidance to the Project Director on all procurement matters, progress and constraints with the implementation of the procurement packages;
  • Work in coordination with the technical specialists and staff in the project team and advise them on procurement issues;
  • Be responsible for the development of detailed procurement plans for activities identified under the project;
  • Prepare bidding documents and draft contracts for goods, works and non-consultant service contracts following NCB and shopping procedures;
  • Prepare requests for EOI, bidding documents/ request for proposals and draft contracts for goods, works, consultants and non-consultant service contracts in accordance with the schedule in the procurement plan;
  • Provide guidance on Consultant short-listing, and bid and proposal evaluations;
  • Review and provide guidance on the preparation of the Bidding Documents, RFP’s Contracts;
  • Perpetration of Teams of references (TORs) Invitation for Expression of Interest (EOIs) and consultant short-listing, preparation of RFP and proposal evaluation and draft Contract for Consultant and non-Consultant service, preparation of specifications and bidding documents and evaluations;
  • Establish and maintain close links with the relevant organizations involved in the Project and ensure their compliance with all relevant requirements and the adherence to Government and UNDP procedures in implementing their work plans;
  • Conduct general reviews of procurement performance and submission of reports; 
  • Guide in the project for accuracy of tender documentation (ToR, tender dossier, tender evaluation, etc.) according to government tender procedures and regulations for the implementation of specific construction tasks as required by the specific sub project and specified by the Programme/Project;
  • Ensure that necessary supporting documentation is in place prior to submission for Technical Evaluation Team;
  • Review of technical documentation (survey reports, Bill of Quantities (BoQ) with estimation of costs, technical description, design and specific drawings, participate in the evaluation of bids process) for specific projects;
  • Review of technical drawings, specifications and Bill of Quantities;
  • Facilitation of procurement related knowledge building and knowledge sharing;
  • Full compliance of procurement activities with government rules, regulations, policies and strategies; implementation of the effective internal control;
  • Assist in preparation and presentation of reports on procurement;
  • Any other duties assigned by the Project Director.

Expected Outputs and Deliverables

  1. 10th November 2018 – Status Report and progress report on on-going procurement;
  2. 5th December 2018 – Progress report and the procurement plan for 2019 for the Project;
  3. 7th January 2019 -  Detailed actions plan for each and every procurement identified under the project, including procurement methods to be followed, time frame and actions;
  4. 2nd February 2019 – Status report on the planned procurements;
  5. 10th March 2019 – Progress report on the on-going procurement;
  6. 5th April 2019 – Progress report and an updated action plan for the balance procurement activities and suggestions to improve the procurement process.

TIMEFRAME

The envisaged time frame of the Consultancy is the period of six months, 15th October 2018 to 14th April 2019. 

Competencies

CONSULTANT’S PROFILE

The prospective Consultant should have:

COMPETENCIES 

  • Demonstrates integrity by modelling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of CRIWMP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates openness to change and ability to manage complexities;
  • Proficiency in English, spoken and written, in addition to Sinhalese and/or Tamil. Excellent organizational skills;
  • Strong analytical skills exceptional ability in communication and networking, negotiations and writing;
  • Excellent financial and budgetary skills;
  • Ability to manage and work with a multidisciplinary and multicultural team;
  • Ability to seek and apply knowledge, information and best practices from multiple sectors;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Excellent written communication skills, with analytic capacity and ability to synthesize relevant collected data and findings for the preparation of progress reports;
  • Excellent leadership, coordination and team working skills;
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
  • Flexibility and ability to operate in different cultural settings and with a variety of stakeholders; culturally and gender sensitive
  • Good team player who has ability to maintain good relationships.

Required Skills and Experience

QUALIFICATIONS

Education

A Successfully completed Bachelor’s Degree in engineering, logistics, supply chain management, or business or any other relevant field recognized by the University Grant Commission.

Experience

At least 10 years of post-qualifying experience out of which 03 years at managerial level in handling project related procurement processes in Government and Non-Government. years in Senior Managerial Level.

HOW TO APPLY

To apply please access UNDP Jobs site http://jobs.undp.org .

The application should contain:

  • Cover letter explaining why you are the most suitable candidate for the advertised position;
  • Updated CV to include qualifications/competencies and relevant past experience in similar assignments and contact details of 2 professional referees who can certify your competencies, professionalism, quality of writing, presentation and overall suitability to this TOR;
  • Individual consultants will be evaluated based on a combination of factors including CV, interview and financial proposal, and the offer which gives the best value for money for the UNDP will be selected;
  • Please send the Financial Proposal separately, to the following e-mail address:  consultants.lk@undp.org stating the vacancy number/position in the subject line.

FINANCIAL PROPOSAL  

All Inclusive lump sum Fee: LKR

Amount in words:(Rs)

Note: Payments will be based on invoices on carry out the duties/responsibilities i.e. upon delivery of the services specified in the TOR and certification of acceptance by the UNDP. The applicant must factor in all possible costs in his/her “All Inclusive Lump Sum Fee”. The financial proposal should include his/her consultancy and professional fee, honorarium, communication cost such as telephone/internet usage, printing cost, return travel from home to office, ad-hoc costs, stationery costs, and any other foreseeable costs in this exercise. No costs other than what has been indicated in the financial proposal will be paid or reimbursed to the consultant. The UNDP will only pay for travel and accommodation outside of North Western Province (Duty Station) outside of this TOR on actual basis and on submission of original bills/invoices and on prior agreement with UNDP officials.

For an Individual Consultant who is of 65 years of age or older, and on an assignment requiring travel, be it for the purpose of arriving at the duty station or as an integral duty required under the TOR, a full medical examination and statement of fitness to work must be provided.Such medical examination costs must be factored in to the financial proposal above.

PAYMENT FOR SERVICES

Payments will be based on certification by Technical Advisor, UNDP and Project director CRIWMP on satisfactory performance.  The quoted lump sum will be paying in 6 installments as follows:

  1. 15th November 2018 – 20% of the total payment on submitting the Status Report and progress report on on-going procurement;
  2. 10th December 2018 – 20% of the total payment on submitting the Progress report and the procurement plan for 2019 for the Project;
  3. 12th January 2019 -  10% of the total payment on submitting the Detailed actions plan for each and every procurement identified under the project, including procurement methods to be followed, time frame and actions;
  4. 7nd February 2019 – 20% of the total payment on submitting the Status report on the planned procurements;
  5. 15th March 2019 – 10% of the total payment on submitting the Progress report on the on-going procurement;
  6. 10th April 2019 – Balance 20% of the total payment on submitting the Progress report and an updated action plan for the balance procurement activities and suggestions to improve the procurement process.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Colombo (Sri Lanka)
  • Grade: National Consultant - Locally recruited Contractors Agreement - Consultancy
  • Occupational Groups:
    • Procurement
    • Climate Change
  • Closing Date: 2018-10-05

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