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International Consultant – Procurement Specialist

Dili

  • Organization: WHO - World Health Organization
  • Location: Dili
  • Grade: Consultancy - International Consultant - Internationally recruited Contractors Agreement
  • Occupational Groups:
    • Procurement
  • Closing Date: 2022-12-06

Purpose of consultancy

Under the over-all guidance of WR (WHO Timor-Leste) and direct supervision of the Executive Director of SAMES I.P and Director of Procurement, the consultant/incumbent will support to directorate of the procurement in SAMES I.P to ensure timely implementation of the procurement process in accordance with the procurement plan which will guarantee timely acquisition of goods. The selected Consultant is expected to play a key coordination role between all stakeholders in in the procurement cycle.

Scope of work

The consultant is expected to provide:

  • Revise SAMES procurement manual and develop SOP and checklist as well as procurement plan for goods, works, and services.
  • Develop the guideline, SOP and checklist and tools to evaluate the supplier performance
  • Assist SAMES to develop and revise the existing invitation for bids/ prequalification, request for expressions of interest, bidding/ prequalification documents, request for proposals, evaluation reports, contracts, and other documents concerning procurement of goods, works, consultants’ services.
  • Provide technical advice and assistance on concepts, policies, and procedures for international and local procurement matters.
  • Closely monitor procurement activities in reference to the Procurement Plan timeline and the procurement approval process of the Government and bring any slippage of activities immediately to the attention of the Director of Procurement and Council of Directors SAMES I.P.
  • Prepare monthly report on procurement status and procurement risk mitigation framework
  • Develop the training modules (participant guide, trainers guide, PowerPoint materials and exercises) for the procurement
  • Develop guideline/SOP for reviewing the technical and financial bidding documents and guideline/SOP for receiving and inspecting goods/commodities
  • Any other task assigned by the Director of Procurement and Council of Directors SAMES I.P

Background

The National Health Sector Strategic Plan (2011 – 2030) states that access to essential medicines and supplies is fundamental to the good performance of the health care delivery system and the role of SAMES is central to ensuring this happens in Timor-Leste.

The establishment of an autonomous medical store was finalized through the Decree law (no. 2/2004) and SAMES was established with the mandate of procuring and distributing essential medical supplies for the national health system. Central to this were priorities including meeting anticipated health needs, accessing internationally competitive prices, integrating storage and distribution into a single system and data analysis for the benefit of the country.

SAMES is officially autonomous, under relevant legislation and receives funding from the Ministry of Health and other donors. Revenues generated by SAMES are not returned to its operating budget however and full financial autonomy has not yet been achieved.

With a relatively small and vulnerable medicine procurement environment, the best bet is on strengthening the internal processes and system while exploring longer term sustainable partnership and institutional collaborations. Important priorities include increasing the funding for medicines and supplies, building the pool and pre-qualification of suppliers and establishing SOPs and guidelines on procurement processes.

Therefore, it is SAMES’ overarching goal to ensure complete, equal and safe access to Essential Medicines and medical consumables for the entire population of Timor-Leste through effective and transparent procurement and in accordance with good storage and distribution practices.

Deliverables

Output 1: Prepare and submit an inception report outlining the following:

  • Broad understanding of the core issues to be addressed and key steps in the process (how the initiative will be executed)
  • A work plan with time frame and support needed to accomplish the deliverables of this consultancy

Output 2: Assist SAMES to develop and revise the existing invitation for bids/ prequalification, request for expressions of interest, bidding/ prequalification documents, request for proposals, evaluation reports, contracts (Standing Offer Agreement, Direct contract with manufacturers and others), and other documents concerning procurement of goods, works, consultants’ services.

Output 3:

  • Revise SAMES procurement manual and develop SOP and checklist as well as procurement plan for goods, works, and services.
  • Develop guidelines/SOPs for reviewing the technical and financial bidding documents
  • Develop guidelines/SOPs for receiving and inspecting goods/commodities

Output 4:

Develop the guideline, SOP and checklist and tools to evaluate the supplier performance

Output 5:

  • Develop the training modules (participant guide, trainers guide, PowerPoint materials and exercises) for the procurement
  • Conduct Training on procurement related area to SAMES and MoH staff using the training modules developed

Output 6:

  • Provide technical advice and assistance on concepts, policies, and procedures for international and local procurement matters.
  • Prepare monthly report on procurement status and procurement risk mitigation framework
  • Any other task assigned by the Director of Procurement and Council of Directors SAMES I.P

For the successful completion of all the aforesaid activities, the period of assignment has been kept as 6 months.

Qualifications, experience, skills, and languages

Educational Qualifications:

Essential: A University degree in Procurement and Business Administration or other related courses

Desirable: A master’s degree in either Procurement, Economics, Business Administration

Experience:

Essential:

  • At least 7 years’ general experience in procurement services with 5 years in public sector and at least 3 years working under the World Bank financed projects with a demonstrated strong track record.
  • Previous experience in processing high value contracts subject to international competition, and in working with multi-sectoral teams are added advantages

Desirable:

Extensive and demonstrated experience in procurement in all aspects of procurement of goods, non-consulting services, works and consulting services.

Skills / knowledge:

Essential:

  • Good oral and written communication skills in English. Should be fluent in English. excellent drafting, formulation, reporting skills;
  • Proven integrity in handling public resources and in executing duties.
  • Working knowledge of the public procurement rules and procedures.
  • A high level of interpersonal and management skills and ability to work with teams in the organization at all levels.
  • Must be able to work under pressure and tight deadlines
  • Computer knowledge and skills in MS word, Ms excel, and internet/email is a mandatory requirement.
  • Proven integrity and confidentiality in handling public resources

Language required:

  • Essential: Expert knowledge of English
  • Desirable: Knowledge of Tetum and/or Portuguese

Location

  • The consultant will be based in Central Medical Stores, SAMES I.P and WCO, Dili-Timor-Leste.
  • For travel, the consultant is required to provide medical clearance and to ensure compliance with visa requirements of Timor-Leste

Travel

If travel is involved, full medical clearance is required. The selected Consultant will be expected to provide a medical certificate of fitness for work.

Local travel within the country, where needed, will be arranged by WCO Timor-Leste

The Consultant is expected to travel, including for taking up assignment, according to the itinerary prepared at the time of issuing the contract.

Remuneration and budget (travel costs are excluded):

  • Remuneration:

Band level A - USD 3,955-6,980 per month, depending on the consultant’s experience and educational background

  • Living expenses: Per diem will be paid as per WHO rules applicable to international consultant for travel.
  • Expected duration of contract: 6 months (Additional contracts can be offered based on funding availability and satisfactory performance).

Additional Information

  • This vacancy notice may be used to identify candidates for other similar consultancies at the same level.
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/ diploma(s)/certificate(s) in English required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • For information on WHO's operations please visit: http://www.who.int.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.
  • WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
  • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
  • Consultants shall perform the work as independent contractors in a personal capacity, and not as a representative of any entity or authority. The execution of the work under a consultant contract does not create an employer/employee relationship between WHO and the Consultant.
  • WHO shall have no responsibility whatsoever for any taxes, duties, social security contributions or other contributions payable by the Consultant. The Consultant shall be solely responsible for withholding and paying any taxes, duties, social security contributions and any other contributions which are applicable to the Consultant in in each location/jurisdiction in which the work hereunder is performed, and the Consultant shall not be entitled to any reimbursement thereof by WHO.
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