Procurement Management Specialist for Digital ID Project at National ID Program (NIDP)

Source: World Bank — Ethiopia Digital ID for Inclusion and Services Project

Expression of Interest (EOI)

(CONSULTING SERVICES – INDIVIDUAL CONSULTANT)

Procurement Specialist to support the Program Management Unit (PMU) at the Digital ID for Inclusion and Services Project (P179040).

The Federal Democratic Republic of Ethiopia,

Digital ID Project

1. Background

In Dec 2023, the Government of Ethiopia and the World Bank Group signed the financial agreement for the Ethiopia Digital ID Project. Digital ID is a USD 350 million, five-year initiative (2023-2029). The Ethiopia Digital ID for Inclusion and Services Project (P179040) will support the Government of Ethiopia (GoE) to roll out Fayda, an inclusive and trusted digital foundational ID system and other digital public infrastructure. The Project will improve access to and delivery of public and private sector services and economic opportunities, especially for the most vulnerable, and to boost national resilience. The project includes the procurement of large value, high risk and complex IT procurements, large value consultancy service contracts to achieve its objective which requires acquiring highly experienced and qualified procurement consultant.

2. Context and objectives

The objective of this assignment is to obtain the services of a highly qualified individual consultant (procurement) who will support NIDP in performing the procurement and contract  management of the project in an efficient, professional and effective manner as well as to provide all the necessary capacity building in collaboration with the procurement advisor for the procurement of goods, works and non-consulting services and consulting services required for the project..

3. Scope of Services, Tasks, and Expected Deliverables

The Procurement Specialist will assist the overall procurement planning, processing, managing, coordinating and reporting of the procurement activities of the project for the procurement of goods, works and services in accordance with The World Bank’s Procurement Regulation. The procurement specialist is responsible for the preparation of complete and quality procurement plan, preparation of quality and complete procurement documents (Bidding documents, Specific procurement Notice, RFPs, REOI, etc.) provide close support and guidance  to the evaluation committee and endorsing committee and to all involved in the project procurement to ensure quality and comprehensive evaluation reports (Shortlisting report, bid evaluation report, technical evaluation report and combined evaluation reports, etc.). The Procurement Specialist will have the following duties and responsibilities, among others;

• Assist in overall procurement planning, processing, and monitoring of procurement activities of the NIDP project by handling each phase of the procurement cycle as per the Bank Procurement regulation and the provision of the Financing Agreement (FA) and Project Appraisal Document (PAD).
• Coordinate with the technical team and prepare a complete procurement plan with estimated amount reflect the recent market, reasonable contract duration and appropriate procurement arrangement and upload the plan in STEP.
• Play key role in the preparation of bidding documents (BD) and Request for Proposals (RFP) as per /or that is consistent with World Bank Standard Bidding Documents (SBD) and follow up next procurement steps timely accomplishment after bidding document and RFP issuance.
• Monitor, supervise and participate (as needed) in the collection of data and preparation of technical specifications (in consultation with the project office) for the proper procurement of services, works and goods needed for the project.
• Play key role in preparation of General Procurement Notice (GPN) and Specific Procurement Notices (SPN) to be published in Development Business, DG Market and/or national newspapers.
• Involve in drafting, publishing and floating invitation of bids for procurement of works, goods and non-consulting services and Request for Expressions of Interest (REOI) for consulting services as per the Bank’s procurement Regulation.
• Establish register of qualified consultants, including those replying to the request for EOI, for each activity to be carried out under the project.
• Play key role in the operations of bid opening for the procurement of works, goods and non-consulting services and consultants and in the recording and drafting of the Minutes of bid opening. If required, involve in providing clarification to queries regarding bid documents raised by prospective bidders and consultants.
• Provide professional guidance and assistance to the evaluation committee in evaluation of bids, technical proposals and financial offers made for the procurement of works, goods and non-consulting services and recruitment of consultants under the project.
• Assist in preparation of draft contracts documents, and signature of contracts and receive securities.
• Follow-up the timely receipt of goods and reports by suppliers and consultants in accordance to their respective contracts.
• Provide close support to the technical staff for the timely completion of works and non-consulting and consultancy services contract.
• Assist in preparation and coordination of procurement correspondence with the World Bank and follow up in all cases in which a “No Objection” is required.
• Receive bidders and consultants’ complaints and closely work with the relevant officials and staff for the properly and timely addressing of the complaints.
• Keep records and files of all procurement documentation both in the case of activities subject to prior and post reviews.
• Keep accurate records of procurement activities, including purchase register, deliveries and completion of works, amendments, variations and other contract administration related issues and advice technical staff to take proper contractual remedies. Ensure that all procurement and contract records are timely uploaded in STEP for all initiated contract for review and performance monitoring.
• Regularly Review the procurement section of Project operation manual, prepares capacity building training materials and provide formal and on the job training for procurement staff and technical team on the use of the manual.
• Provide assistance to the independent auditors as well as to the World Bank’s procurement reviewers while reviewing procurement activities at the secondary cities and regional levels.
• Prepare procurement process tracking and follow-up system, and prepare contract status tracking system, and upload and submit the procurement plan and all documentation at each procurement stage in STEP.
• Prepare quarterly project procurement performance report and submit it to the project office and procurement sub process team on quarterly basis and provide input to the PMUs quarterly report as needed.
• Prepare progress report focusing on the key performance key challenges with proposed mitigation measures to be used as an input to the biannual join implementation support mission and actively participate in the mission.
• Developing a procurement processing, monitoring and reporting system and taking a lead in the preparation of quarterly reports on the status of procurement activities in the Project.
• Attending to procurement enquiries and complaints by bidders/consultants.
• Disseminate WB Procurement regulation, project implementation manuals and standard bidding documents/RFPs for all involved in the procurement process.
• Carry out a review to identify constraints and opportunities to the effective and efficient procurement and contract administration of the procurement.
• Producing compiled reports in accordance with reporting requirements to be forwarded to the concerned stakeholders.
• Ensure the proper documentation of all the procurements being implemented under the project. 
• Present monthly technical reports and perform any other duties assigned by the project office.
• Review, monitor and report on progress of selection for the Government of Ethiopia including establishing the timetable for the selection process and ensuring deadlines are met;
• Assist in resolution of complex procurement issues, including questions and complaints from firms; and Monitor completed procurements to ensure the contracted firms meet expectations;
•  In collaboration of the technical team administer the contract through supervision and day to day monitoring of progress, review deliverables, documentation of correspondence and other contract related activities necessary during the process.

4. Required Qualifications 

It is envisaged that the project will require an experienced and high level of technical competence in procurement of goods, works, consultancy and non-consulting services under World Bank financed projects. Therefore, the qualification and experience required for applicant who would like to apply for the service should possess the following minimum criteria:

• Master’s degree or above is preferred in Marketing Management, Engineering, law, Procurement and Supplies Management, accounting, and related fields,
• Minimum of 6 years’ experience Master Degree as a practicing procurement in Ethiopia or abroad (a mix of domestic and international experience is preferred), particularly working in procurement management of the technology;
• The candidates should have prior experience in implementing World Bank funded project/programs for at least 4 years, sufficient knowledge on managing the STEP system of the World Bank,
• Prior experience in Information Technology (IT) procurement using the Bank’s system is an added advantage,
• The candidate must have prior experience in the competitive procurement of major consultancies, including preparation of tendering documents and completion of all aspects of the tendering process.  Prior experience in procurement processing according to World Bank, and/or other major international institutions is a definite plus;
• The candidate must graduate from university in a related field which provides a sound basis for development of a broad range technical, financial and economic skills;
• The candidate should be familiar with the requirements for project planning, implementation and procurement set out by Ethiopian law and regulations;
• The candidate must be fluent in Amharic, and proficient in both spoken and written English language and should have good communication skills;
• The candidate needs to be able to work well within integrated teams and with other work groups, particularly procurement specialists, to foster and build productive relationships with the government, and to respond to the daily needs, queries and needs for advice and assistance;
• The candidate must have the highest levels of personal integrity, and a reputation for a transparent and systematic work style; and
• The candidate must be able to work under pressure situations, in order to meet demanding deadlines.

5. Duration of Services

The consultant will be hired full time initially for the contract period of twelve (12) months with possibility of extension based on performance and availability budget.

6. Remuneration

Attractive/Negotiable and depends on qualification and experience of the candidate.

7. Reporting

The individual consultant will be directly reporting to the PMU Coordinator, National ID Program.

8. Selection Method

The selection method is based on para 7.36 and 7.37 of the World Bank’s Procurement Regulation.

The attention of interested individual is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 (“Procurement Regulations”) revised November 2017, August 2018, September 2023, setting forth the World Bank’s policy on conflict of interest

The Individual Consultant will be selected in accordance with the Selection of Individual Consultant Section VII paragraphs, 7.34 to 7.37,  set out in the Procurement Regulations.

Further information can be obtained, by email at the address below during office hours from 8:30 AM to 5:30 PM Addis Ababa time.

Applicants should send expressions of interest, together with information demonstrating that they have the required qualification and relevant experience to perform the service (description of similar assignments, experience in similar conditions, qualifications, and so forth) by providing CVs, formal application letter and all supporting documents to the address below in person, or by mail, on or before Aug 2, 2024, but preferably by e-mail to be specified in the official announcement.

Federal Democratic Republic of Ethiopia,

National ID Program (NIDP)- Digital ID for Inclusion and Services Project

Attn: Project Management Unit (PMU)

Address: Welosefer Bole, Ethio-China St, Addis Ababa, Ethiopia, INSA Building, 15th Floor

Tele- +251 911 791462    E-mail: mesfin@id.gov.et

Addis Ababa, Ethiopia