Vacancy – Procurement Officer

GUYANA

LOAN #: GY –L 1059

ENHANCING THE NATIONAL QUALITY INFRASTRUCTURE FOR ECONOMIC DIVERSIFICATION AND TRADE PROMOTION

TERMS OF REFERENCE

Procurement Officer

  1. BACKGROUND
  • The Government of Guyana, supported by the Inter-American Development Bank (IDB), is implementing a program for improving the National Quality Infrastructure in Guyana (NQI), Enhancing the National Quality Infrastructure for Economic Diversification and Trade Promotion.

The program’s main objective is to support economic diversification and exports through the enhancement of the NQI and through a National Export and Investment Promotion Strategy. Specific objectives are: (i) to enhance the capacity of the NQI; (ii) to improve facilities for the NQI; and (iii) to enhance the capability of export and investment promotion.

In order to strengthen the institutional framework to facilitate quality improvements[1], activities will be conducted in two fronts (supply and demand related): through the enhancement of the National Quality Infrastructure (NQI) and through a National Export and Investment Promotion Strategy. The program will be implemented in three sub components. In particular, the specific components of the intervention are:

Component I. Modernization of the Institutional Framework for the NQI (US$615,000). The component will support the capacity building of the stakeholders of the NQI, in particular the GNBS, by strengthening the areas of technical regulations, compliance, conformity, accreditation and training, and capacity building of public and private stakeholders. The governance structure of the NQI will be streamlined to include the needs of private sector with priority given to non-traditional exporters and a network of laboratories will be created in order to promote the most efficient use of the current facilities. In addition, the network of laboratories under the GNBS will create a monitoring and evaluation system, in which data of the users of the NQI will be collected. This component will finance: (i) activities to support the accreditation process of existing laboratories; (ii) training and capacity building for laboratories in the network and for the GNBS; (iii) creation and operation of a network of laboratories; (iv) capacity building activities on SMEs and standards (v) the development of a strategic plan for the GNBS that aligns with both the regional and national policy framework; and (v) awareness campaigns on the use of standards and quality.

Component II: Improving Laboratory Facilities and Equipment (US$5,794,500). The objective of this component is to improve facilities for the NQI.  This component will finance specifically: (i) architecture and engineering designs of the new laboratory facility for the GNBS, including “green building” provisions; (ii) building of the new facility (the facility will house metrology, testing, chemistry and microbiology, and legal metrology); (iii) required equipment for the adequate functioning of the GNBS; (iv) maintenance contracts; (v) specific support to the main laboratories related to the export/import processes under the MoH and MoB filling specific gaps in those laboratories; and (vi) a sustainability plan (to guarantee the sustainability of the investment, the development of the facilities will be concentrated in the core functions of the GNBS – metrology, calibration and testing – and will provide specific support to the Food and Drug and Agriculture facilities related to export promotion). Additional requirements, derived from quality value chain analysis that will be conducted on selected sectors and the quality bottlenecks, as part of the activities of Component III will be addressed by this component as well.

Component III: Implementing the National Export and Investment Strategy (US$1,160,000). In order to enhance the capability of export and investment promotion, this component will support: (i) technical assistance to design and implement a trade and investment promotion strategy, including mapping major value chains; and (ii) technical assistance for the strengthening of Go Invest and its ability to promote exports and attract foreign direct investment, especially in the sectors that will need the operation of modern certified lab facilities that are required for accessing international markets.

Program implementation will be the responsibility of The Ministry of Business; it will be managed by a program executing unit.

This consultancy is expected to ensure that the procurement activities of the PIU are executed in accordance with the MOF and the Bank’s procurement rules and procedures in a timely manner based on the schedule established in the approved procurement plan for the first Annual Operations Plan.

  1. II. CONSULTANCY OBJECTIVES

2.1 The objective of this consultancy is to contribute to the successful achievement of the development objective of this project by ensuring that the procurement processes deliver the desired goods and services in a timely manner, within budget and at the best quality facilitating the realization of planned project outputs and outcomes.

  • CHARACTERISTICS OF THE CONSULTANCY
3.1. Type of consultancy: Individual
3.2. Procurement Method: QCNI
3.3. Duration: 12 months renewable every year based on performance.
3.4. Place of work: Georgetown, Guyana

 

3.5. Qualifications: The Consultant must possess at least a Bachelor’s degree in Accounting, Finance, Business Administration, Project Management, Law, or other relevant degree.  Master’s Degree is preferred.

 

Preferred Specializations:

(a) CIPS qualifications

(b)  Specialized training in Procurement, project management, contract law, or in other relevant field.

 

General Work Experience

At least eight (8) years’ working experience as a procurement specialist, at least two (2) of which must be related experience in International Financial Institutions’ (IFIs’) projects in the public sector.

 

Preferred Work Experience:

Knowledge of IDB’s rules and procedures or any other international financial institutions’ procurement rules and procedures; or equivalent.

 

Software: Microsoft Office Suite

 

Competence in oral and written English 

 

 

  1. SCOPE OF SERVICES

To achieve the objective of this consultancy, the scope of responsibilities will include:

  • Ensuring that all procurement activities of the PIU, are prepared and implemented in a timely manner, reflecting high professional standards and international best practices, all within the framework of National Tender and Administration procurement policies as      well as being in compliance with IDB procurement policies.
  • Preparation and updating, from time to time, of procurement plans, bidding documents, evaluation reports and contracts ensuring proper filing of all support documentation associated for each process;
  • Managing the procurement process at every stage including advertisements, bid opening,

evaluation of bids and award of contracts. Support Evaluation Committees by organizing evaluation committee meetings and processing of related paperwork.

  • Supporting the Project Manager in negotiating contract terms where required; and the

management of  these contracts.

Specific Activities include:

  • Prepare Expressions of Interest and Specific Procurement Notices; obtain required approvals; liaise with required authorities for their publication; and ensure that the appropriate documentation is placed on the UNDB’s and IDB’s websites as well as on any other site, as required.
  • Prepare bidding documents for all goods and services based on Terms of Reference and technical specifications provided by the Project Manager and /or other designated PIU consultants as well as designated sector specialists.
  • Conduct bidders’ meetings, when necessary, and provide clarification and complete minutes on the bidding process to all participating bidders.
  • In collaboration with the Project Manager, facilitate the formation and coordination of the Procurement Evaluation Committees that will receive and review technical and financial bids in accordance with the applicable procurement rules and procedures. Organize evaluation committee meetings; ensure that all evaluations are conducted in conformity with the applicable procurement rules and procedures.
  • Process all related paperwork, including the evaluation reports for review and signature by the Evaluation Committee Members. Forward to the MOF and the IDB for ‘no objection’.
  • Prepare and manage all contracts awarded under the project; ensuring proper record keeping systems are maintained.
  • In response to directives from the Project Manager, execute other related tasks and special assignments that are necessary to ensure transparency, efficiency and timely execution of procurement activities.
  • Prepare ‘no objection’ requests for the various phases of the procurement process to the IDB and follow-up to ensure that AOP timelines are maintained.
  • Ensure that the IDB’s procurement rules and procedures are strictly adhered to.
  • Prepare and update Annual Procurement Plans in support of the preparation of the Annual Operations Plan and the updating of the Project Execution Plan; ensuring consistency with indicative timelines and budgetary considerations.
  • Liaise with the Financial Management Officer to prepare disbursement projections and payments.
  1. REPORTING & PERFORMANCE REQUIREMENTS

5.1.   Key Deliverables are:

  1. Procurement Plans for each Annual Operations Plan over the Life of the project.
  2. Bid Documents for Goods and Services
  3. Signed contracts with suppliers, consultants and related records for each contract.
  4. Contract Administration Payment Matrix for each approved contract and associated authorized record of payments.
  5. Special Reports on Procurement activity for Semi-annual Reports required by the IDB as well as those requested by MOF, MOB.
  6. PAYMENT
    • 1. The consultant will be paid a monthly agreed sum that is within a remuneration range
    • specified in relevant policies approved by the MOF for project staff

SUPERVISION & REPORTING

7.1.      The consultant will report directly to the Project Manager of the “Enhancing the National Quality Infrastructure for Economic Diversification and Trade Promotion” project.

[1] The scale of the Project allows financing activities and outputs oriented to enable the improvements of quality but it does not finance the quality enhancements themselves.