Vacancy announcement Procurement specialist
PROCUREMENT SPECIALIST AT THE PIU
The Procurement Specialist will ensure all procurement activities and documents are prepared, implemented and recorded in line with the World Bank procurement regulations. He/she will be responsible for preparing all procurement plans, bid documents, evaluating, awarding contracts and, supervising the implementation of procurement activities monitoring the track recording of the activities related with contract management of the Livestock Commercialization Project (LCP).
Key responsibilities of this assignment will include the following but are not limited to:
- Prepare, monitor and regularly update the overall and specific Project Procurement Plans of LCP in consultation with the Project management;
- Prepare bidding documents for LCP on the basis of the World Bank’s sample documents. Introduce the bidding documents to the Evaluation Committee, appointed by the Borrower to carry out the evaluation of bids (goods), non-consulting services (as Goods) or proposals (consultancy services) for its approval. The Evaluation Committee executes the evaluation of the bidding documents and submits the Evaluation report and recommendations for contract award for the beneficiary agencies. Upon the approval provided by the designated decision-making authority, the procurement specialist prepares the contract for countersigning.
- Ensure that all procurement activities are carried out in accordance with the respective provisions in the Financing Agreement of LCP and the World Bank’s Procurement Regulations for Borrowers under Investment Project Financing, Nov 2020;
- Prepare, monitor and update monthly progress reports on procurement progress and contract management status for LCP;
- Liaise and work, under the guidance of the Project Coordinator, with the Coordinating Consultants and representatives of the MoF and beneficiary agencies to ensure effective preparation and implementation of the project work plan/procurement plan. This activity will include taking stock and proposing solutions with regard to delays in the preparation of TORs and execution of existing/future contracts, among other challenges that may jeopardize the implementation of the project and the achievement of the expected results.
- Provide procurement training to staff of the MoF and other beneficiary agencies;
- Work in coordination with the Monitoring and Evaluation Specialist in order to better align procurement-related tasks with the M&E functions, including collecting and using procurement monitoring findings for informing the preparation of the project’s annual work plans as well as the preparation of the semi-annual progress reports etc.;
- Prepare and update the annual project procurement plans in line with the annual work plans and make necessary arrangements for the PSC’s approval of the plans as needed;
- Assist with the interpretation and translation of procurement-related documents and disseminate information on procurement activities under the projects;
- Maintain project files, and record incoming and outgoing documents; and
- According to the formats provided by the MOF:
- Prepare and submit Procurement Plans for the Project for approval through the Systematic, Tracking of Exchanges in Procurement (STEP) system (https://step.worldbank.org/);
- Use the STEP system for conducting and recording day-to-day procurement activities under the projects ensuring the lists of mandatory documents are uploaded in the STEP system;
- According to the Public Transparency Law, insert all the required monthly, quarterly and annual Procurement Management Reports and Procurement Plans and other information to the Transparency information system in a timely manner (http://shilendans.gov.mn/);
- Properly filing and maintaining all contracts and supporting documents;
- Procurement specialist will help with the preparation of the final reports that need to be prepared at the time of closing the project;
- Procurement specialist will ensure that information sustaining all procurement transactions, the problems encountered; as well as other related information and data are well documented and serve as the basis for the Implementation Completion Report to be prepared once the project is formally closed; and
- Undertake such other procurement-related tasks as may be assigned and/or delegated by the Project Coordinator.
The consultant shall prepare annual plans detailing the activities to be conducted per the list of tasks included in the Scope of Work of these TOR and provide brief reports detailing progress and full completion of the detailed tasks under this consultancy.
CONSULTANT’S QUALIFICATIONS / SELECTION CRITERIA
- Education: A suitable candidate should have Bachelor’s degree in a relevant field: Finance, Accounting, Business Administration, Marketing, Procurement or any other relevant field.
- Experience: Incumbent should have at least 3 years of proven experience supported by reference letters from at least 2 previous employers highlighting the one’s professional experience and key achievements in the procurement field. Background in working with/for international development institutions, hands on understanding of their requirements and work ethics. Formal training in procurement will be an asset;
- Language skills: Candidate should be fluent in Mongolian and English and have strong writing and speaking skills in both languages.
- Computer literacy: Be proficient in PC-based applications such as Word, Excel and data management, and have excellent web research and navigation skills.
- Other skills:
- The candidate shall have high professional and personal integrity and excellent communication and interpersonal skills with the ability to collaborate effectively with the relevant stakeholders and implementing agencies;
- Ability to function independently and collaboratively in a team environment; and
- Organizational skills with the ability to handle multiple assignments and ability to work overtime.
SUPERVISION AND REPORTING
The Incumbent will report directly to the PIU Project Coordinator and will work on a day-to-day basis with the officials appointed by the PIU Project Coordinator on technical matters related to each component implementation. The PIU Project Coordinator will also provide input to the evaluation of the consultant’s performance to the Project Director.
The assignment for the above position will be effective on June, 2023. Total input required for undertaking the above tasks is until June, 2025. Consultant contract is amended on a yearly basis.
Interested candidates are invited to submit a Cover Letter Eng/Mon, CV (Curriculum Vitae) Eng/Mon, copy of diplomas along with two reference letters, no later than 11A.M. on 5 June, 2023 to Ministry of Food, Agriculture and Ligtht Industry at the following address: External affairs department, 6th Floor, Government building IXa, Peace avenue, Bayanzurkh District, Ulaanbaatar 13381, Mongolia or through email: firstname.lastname@example.org. Only short-listed candidates will be contacted. Contact information: phone: 976+7010-4041