Procurement Specialist Consultant - Sudan

Description

Terms of REFERENCE

Sudan - Enhancing Community Resilience Project (P181490) THABAT AF

Individual Consultant

Consultancy Title: Procurement Specialist Consultant

Location(s): Remote

Eligibility: Position is open to international candidates.

Duration of contract: 1 year with the possibility of extension.Risk Level: ☐ Level 3 ☐Level 2 ☐Level 1 (Level 3: Frequent contact with participants, direct contact with children, access to sensitive data, and/or high level of accountability. Level 2: Some contact with participants; unplanned non-direct contact with children. Level 1: Likely to have no contact with participants or sensitive data)

1. Background

Mercy Corps is one of the implementing agencies of the Sudan - Enhancing Community Resilience Project (THABAT Additional Financing). The Project Development Objective (PDO) is to improve access to basic services and food security of Select Communities in the Republic of the Sudan. The project comprises of two components. The first component, Community-led Basic Service supports (i) delivery of improved community led basic services, including health and nutrition, alternative education programming, water supply, sanitation and hygiene (WASH) services, and Gender Based Violence (GBV) services; (ii) temporary engagement of frontline workers and volunteers in select sectors; (iii) project management and technical assistance costs; and (iv) technical assistance and training to select local authorities. The second component, Improving Food Security, supports (i) increased resilience and production of select crops and protection of livestock assets in rural areas that supply food to the target communities; (ii) agricultural value chains; (iii) the scaling-up and strengthening of community consumer cooperatives and organizations and community food centers that distribute agricultural outputs and provide affordable food to vulnerable groups; and iv) project management and implementation costs.

Mercy Corps now intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Procurement Specialist Consultant.

2. Objectives of the Assignment

The objective of the assignment is to obtain the services of a highly qualified and experienced Procurement Specialist Consultant who will oversee procurement activities under the THABAT AF Program, ensuring full compliance with the World Bank’s Procurement Regulations for IPF Borrowers and Mercy Corps policies.

3. Scope of work

The Procurement Specialist Consultant will be responsible for carrying out project procurement activities, record keeping and documentation in line with the World Bank Procurement Regulations including the planning and implementation and supervision of all procurement operations under the project.

Specifically, the Procurement Specialist Consultant will perform the following duties:

• Coordinate the preparation and updating of Project’s Annual Procurement Plan, detailing contract packages for works, goods and services, the estimated cost for each package, the procurement or selection methods and processing times till completion of each procurement activity in consultation with all MC Technical Teams (TTs).
• Prepare General Procurement Notice (GPN) and submit to the World Bank’s review and no-objection; and subsequent publication on the United Nations Development Business (UNDB) online.
• Lead and play a key role in the preparation of all procurement documents for the procurement of goods, works, non-consulting and consulting services.
• The candidate shall have a good working knowledge of the World Bank's STEP, and ensure that the STEP system is up to date and used in real time.
• Ensure only activities approved in the PPSD and AWP&B subsequently entered and approved through STEP procurement plan are processed under the project.
• Handle procurement communications with the Bank through the STEP system at all stages of the procurement process starting from planning to completion of each activity.
• Enter and upload all procurement documents and information in STEP at each stage of procurement process of each activity for both post review and prior review cases.
• Enter and upload contract completion evidence in STEP including copies of inspection, testing, delivery and acceptance documents at contract closing stages of each activity.
  • Coordinate the drafting and Bank review of the Request for Expressions of Interest (REoI) for consulting/non consulting services, ensuring clear selection criteria and scope of services.
  • Develop Prequalification Documents or Initial Selection Documents when required for complex goods, works, or non-consulting services, ensuring competitive fairness and transparency.
  • Prepare and submit for Bank clearance the Specific Procurement Notice (SPN), ensuring timely and wide publication through UNDB Online and other appropriate platforms.
  • Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required.
  • Support bid/proposal openings in strict compliance with World Bank procedures (public opening or with a Probity Assurance Provider as applicable).
  • Maintain detailed bid opening records and ensure prompt dissemination of opening minutes to all bidders and the World Bank.
  • Facilitate the establishment and orientation of evaluation committees, ensuring all members understand World Bank evaluation protocols.
  • Support the Supervision of the technical and financial evaluation processes, ensuring strict application of approved Evaluation Criteria and compliance with integrity, transparency, and fairness requirements.
  • Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings.
  • Draft comprehensive Evaluation Reports and oversee submission to the World Bank for No-Objection prior to award recommendation.
    • Support the issuance of Notification of Intention to Award, Standstill Period observance, and final Contract Award Notice in compliance with World Bank guidelines.
    • Ensure that signed contracts reflect the exact terms agreed in the procurement process and that no deviations are made without Bank No-Objection.
    • Support contract mobilization, performance tracking, and reporting using Contract Management Plans as per Annex XI of the Procurement Regulations.
    • Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds.
    • Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.
    • Continuously assess procurement risks and implement mitigation measures in line with the PPSD and Bank Procurement Oversight Framework.
    • Maintain an updated Procurement Risk Register, ensuring proactive monitoring and reporting of emerging risks.
    • Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files and copies are uploaded in STEPas required.
    • Ensure that all procurement files (electronic and physical) are complete, up-to-date, and audit-ready as per Bank requirements.
    • Facilitate Post-Review processes and cooperate with Independent Procurement Reviews or external audits as required.
    • Provide on-the-job training and mentorship to THABAT AF team members, especially procurement staff, on World Bank procurement processes and documentation.
    • Serve as the primary liaison with the World Bank Procurement Task Team, facilitating clear and timely communication on procurement matters, including addressing procurement-related complaints.
      1. Performance Criteria

         The following performance criteria will be used to assess the performance of the Procurement Specialist Consultant annually and based upon these assessments the contract with the Project may be continued or terminated: