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TOR of Procurement specialist

COUNTRY: Republic of Somaliland
Project name: Somali Electricity Access Project
Assignment title: Terms of Reference of Procurement Specialist
Project ID: P 165497, Grant No: TF- A 9095
Place of Assignment: Somaliland

1. Background
The Ministry of Energy and Minerals has established a Project Implementation Unit (PIU) to carry out the day to day activities of planning, coordination and implementation of the Somali Electricity Access Project (SEAP). The Ministry intends to engage a consultant to work as a Procurement Specialist for the Ministry. This Terms of Reference defines the scope of activities and responsibilities of the Procurement Specialist.
2. Project Overview
The Republic of Somaliland has secured a grant from the World Bank to implement SEAP. The project development objective of SEAP is to expand access to electricity in targeted urban, peri-urban, and rural communities.
SEAP consists of three components:
Component 1: Electrification of households and small businesses through standalone solar home systems
This component aims to reduce market barriers for the private sector to provide modern energy access through solar home systems and targets: (i) poorer households and small businesses in areas that cannot afford to connect to mini-grid services; (ii) households and businesses in these areas that are not sufficiently close to a mini-grid to be economically connected; (iii) isolated villages and smaller settlements where mini-grids do not make economic sense; and (iv) nomadic pastoralists whose livelihoods do not lend themselves to a fixed electricity connection.
The component will fund the following market-building supply- and demand-side interventions: (i) Expansion Grants, both in the form of seed grants and result-based financing to help capital-constrained Off-Grid solar distributors expand their operations (the Expansion Grant will be managed by a separately recruited Grant Manager); (ii) consumer awareness campaigns on the benefits of solar technology and the importance of quality in household solar devices; and (iii) enhanced quality assurance and technical standards to reduce market spoilage from low-grade imitation products.
Component 2: Analytic work for enabling electrification through Solar Powered / Hybrid Mini-grids
This component will support the mini-grid sector in Somaliland, and is expected to include the following activities: (i) detailed geospatial mapping; (ii) review of property rights and land issues pertaining to energy infrastructure investment; (iii) pre-feasibility studies for mini-grid hybridization; (iv) pre-feasibility studies for greenfield (new) sites identified in geospatial mapping; (v) developing structuring options for the financing, operation, and ownership of new mini-grids; and (vi) defining legal, institutional and financing arrangements for developing mini-grids.
Component 3: Technical Assistance, Capacity Building and Project Management
This component will support a range of activities to strengthen the capacity of the Ministry to perform overall energy sector management and power and access planning, as well as support for project management/implementation, including staffing of the PIU.
3. Scope of Work for the Procurement Specialist
3.1. Objective of the Assignment

The objectives of the position are: (i) to advise the senior management of the MOEM and the PIU on all procurement aspects of the Project; (ii) to perform all necessary procurement activities under the Project for the duration of the assignment; (iii) to coordinate project procurement activities of beneficiary institutions; and (iv) to build the capacity of procurement staff within beneficiary agencies.
He/she will manage the procurement activities of the project in strict compliance with: (i) the requirements of the Agreement between the World Bank and the Government; (ii) the Project Implementation Manual (PIM) of this project which is based on appropriate procurement best practice and international standards.
3.2. Responsibilities

Responsible all the procurement issues of the Somali Electricity Access project in Somaliland in compliance with the World Bank Procurement Regulations for Borrowers and as appropriate with the Government of Somaliland’s procurement regulations, and more specifically:
i. Provide an advice and ensure that, all the procurement activities of the project conform and are compliant with the Project Implementation Manual and World Bank Procurement Regulations for Borrowers.
ii. Initiate, coordinate and prepare Procurement Plans (PPs) for procurement under the project;
iii. Manage and monitor the project Procurement activities using the Bank’s Systematic Tracking of Exchanges in Procurement (STEP)
iv. Update the General Procurement Notices (GPN) annually, and Specific Procurement Notices (SPN), and prepare Request Expression of Interests (REOI) when required;
v. Provide procurement advice to the PIU on all aspects of Terms of Reference (TOR) and Request for Proposals (RFPs), evaluation of Expression of Interest (EOI) and Technical and Financial Proposals for different kinds of procurement activities;
vi. To Prepare Bidding/Proposal Documents for the procurement of goods and services in accordance with activities defined in the Procurement Plan for the project using the World Bank’s Standard Procurement Documents (SPD), prepare Project customized Bidding Documents and Request for Proposals (RFP). This should include customized NCB documents and standardized Forms to be used for Shopping Methods;
vii. Ensure that complete documentation is maintained on all procurement activities;
viii. Coordinate and respond to procurement queries, disputes, and complaints;
ix. Prepare Bid/Proposal Evaluation Reports and Award Recommendations for approval by the Procurement Committee or appropriate approving body;
x. Prepare Requests for No-objection for the World Bank for all stages of procurement activities as required by Bank Regulations;
xi. Provide contract management oversight for Goods, Works and Consultancy Services Contracts; especially in monitoring contract execution, ensuring timely delivery of goods and consultants reports and other deliverables, and ensure compliance to provisions in contracts by all contracting parties;
xii. Establish a performance monitoring database for all suppliers and consultants, and ensure timely updates of the system;
xiii. Establish a central procurement filing system, and ensure all related documents are included in the respective files.
xiv. Coordinate preparation of post procurement reviews (if any) by the Bank and in Bank supervision missions.
xv. Liaise with EAFS on project procurement and any issues affecting procurement in the project;
xvi. Provide advice to the evaluation committees in the evaluation of bids and proposals in accordance with the World Bank Guidelines/Regulations and preparation of evaluation reports and recommendations for contract awards in accordance with the Standard Forms of Evaluation Reports, including obtaining the necessary clearances and finalization of contracts for signature;
xvii. Carry out any other periodic duties that may be assigned by the Project Coordinator.
xviii. Build procurement management capacity in the MOEM and implementing agencies through training, on the job coaching and mentoring of procurement staff and technical staff involved in procurement processes;
xix. Develop training plans and deliver short training sessions to staff of the MOEM and implementing agencies;
xx. Provide guidance and technical support to the EAFS (once established) on reporting requirements of Project;
3.3. Key Deliverables
• Annual procurement plan
• Procurement targets of beneficiary institutions
• Reports on procurement training of staff responsible for procurement activities in beneficiary institutions
• Quarterly consolidated performance report on procurement
• Monthly procurement reports
• Annual and quarterly work plans of this position
4.0. Qualifications and experience

4.1 Qualifications
The Project Procurement Specialist should have the following minimum Qualifications:
a) Degree from a recognized University in relevant discipline e.g. Procurement Supply Chain Management, Engineering, Law, Finance, Accounting, Business Administration, Commerce or equivalent.
b) A Post Graduate and professional qualification in Supply Management from any accredited institution) would be an added advantage.
c) Relevant specialized training certificates of the World Bank Procurement Regulations of Borrowers.
4.2 Experience
a) A minimum of at least 7 years of direct relevant experience including broad expertise in the management of procurement in the public sector or private sector.
b) Minimum of at least 3 years of experience in implementing procurement activities according to international organizations guidelines such as the World Bank, African Development Bank, the United Nations etc. for procurement of goods, works and services.
c) Proven work experience on country procurement systems and procedures will be an added advantage.
d) Proven experience of Somaliland’s unique energy sector context will be an added advantage.
e) familiarity in working with international development partners and NGOs that deal with the Somaliland energy sector will be an added advantage.
f) Excellent computer skills for Microsoft Office tools (Word, Excel, and PowerPoint) and Internet use.
g) Written and fluency (spoken) in English is required.
h) Written and fluency (spoken) in Somali will be an added advantage.

i) g) High level interpersonal and relationship-building skills.
j) Demonstrated analytical clarity, problem-solving skills and negotiating skills with ability to balance project objectives and procurement requirements with client needs;
k) Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential materials.
l) Understanding of World Bank business objectives, policies and practices related to the project/sector and critical links to procurement will be an added advantage.
m) Experience of working in a similar environment like that of Somaliland.
5.0. Time frame and Reporting

The expected duration of the consultancy is one year, with possibility of contract extension subject to satisfactory performance and availability of budget. The assignment is expected to commence June 2020. The PS will report to the SEAP Coordinator at the Ministry of Energy and Minerals and work closely with the World Bank Procurement Team for guidance and advice.
6.0 Inputs/facility provided by the Client

The client will provide office space with necessary furniture and other facilities such as printing facility etc. to enable the expert to perform day-to-day work. The Client shall also provide soft and hard copies of any existing relevant procurement documents e.g. manuals if any upon signing of the contract.

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