Support to Safety Nets for Vulnerable Populations Affected by Coronavirus in Guyana – Education component
(5180/BL-GY)

TERMS OF REFERENCE

INDIVIDUAL CONSULTANCY FOR PROCUREMENT ASSISTANT

Background

The Government of Guyana will receive funding from the IDB through Loan Number: 5180/BL-GY) to provide Support to Safety Nets for Vulnerable Populations affected by Coronavirus in Guyana. This project is expected to be implemented from 2021-2023. The loan comprises two broad components; Component 1 (C-I) - to support minimum income levels for those affected by COVID-19 in the immediate period; and Component 2 (C-II) - to support and preserve the human capital of those affected by the COVID-19 crisis. These two general objectives will be achieved via activities executed across multiple agencies.

The specific objective of C-II is to mitigate the effects of school closures during the COVID-19 pandemic and prepare for their reopening. Such an objective will be achieved through investments in the following areas: The Development of Educational Resources for Radio and Television; Pedagogical Materials; Water Supply Improvement Solutions and; Student Loan Relief. The Project will involve the procurement of a number of contracts which fall within the following categories: Works, Goods, Consulting (firms and individuals) and non-consulting services

The executing agency for C-II is the Ministry of Education (MoE) through the Project Implementation Unit (PIU). The PIU is an existing unit that includes a Project Coordinator, Financial Specialist, Procurement Specialist, as well as others. The PIU is currently executing two World Bank projects and a grant from the Global Partnership for Education. An institutional analysis confirmed that the PIU has the capacity to assume the execution of C-II of this operation. However, in order to efficiently and effectively execute the Project, the Government of Guyana (GOG) and the IDB has decided to strengthen the PIU by adding personnel and providing technical support to the unit (IDB training in Bank procurement and financial policies and procedures). The PIU will be responsible for the overall execution and coordination of the Program, including the procurement, financial management and reporting of the Project. In this regard, the services of a suitably qualified Procurement Assistant is being sought to provide procurement support to the PIU.

Consultancy objectives
The objective of this consultancy is to collaborate with the PIU of the MoE and particularly the Procurement Specialist, in order to improve the effectiveness and efficiency of procurement activities being carried out under the Program and with the aim of contributing to the successful completion of the Program in accordance with the requisite approved procedures in a timely manner . The consultant is expected to provide the necessary support for PIU staff in relation to the planning and preparation of procurement procedures and for the effective use of contract management tools and techniques. Commitment to full compliance with IDB procurement policies and procedures is also envisioned.

Description of Roles and Responsibilities

The roles and responsibilities of the Procurement Assistant would include but would not be limited to the following:

  • Participate in procurement training workshops for use of Operations Manual under the program;
  • Provide support in preparation of Bidding Documents, Request for Proposals (RFP), and Expressions of Interest including standardized Forms to be used for ICB, NCB, International and Local Shopping, Direct Contracting, etc;
  • Coordinate the issuance of the bidding documents and RFPs to contractors, suppliers, and consultants;
  • Maintain a Procurement Tracking System and monitor project procurement activities;
  • Interact with all stakeholders and provide support in preparation and update of the project’s annual Procurement Plan and any update required during project implementation.
  • Ensure that all requirements for advertisement are met in accordance with the Bank’s Procurement Policies
  • Ensure timely publication of the Annual General Procurement Notices (GPN), Specific Procurement Notices (SPN), and Expression of Interests (EOI) when required;
  • Provide Support for the initiation of the procurement process for any procurement method, and provide support in the development of the short lists of consultants and contractors where necessary;
  • Coordinate the response to the inquiries, and where necessary communicate the results of the evaluation process to the bidders;
  • Conduct any pre-tender meetings or site visits when needed;
  • Assist in the coordination of the Evaluation Committee meetings, including any bid opening session, and assume the role of the Committee’s secretary if required in recording the minutes of the meetings;
  • Assist the Procurement Specialist with the preparation of the minutes of the Evaluation Committee meetings, and assist the National Tender Board with required information on the bidding and evaluation process as required;
  • Provide support in preparation of the final contracts, and ensure timely distribution of all relevant procurement and contract documents to all stakeholders (Line Ministries, Accounts Department, Technical Officers, Consultants, Suppliers, and IDB);
  • Monitor timely receipt of the Goods and consultant’s monthly status reports;
  • Monitor the receipt of the Suppliers and Consultants invoices and ensure the request does not exceed the contract allowance;
  • Where required payments exceed the contract amount, verify the validity of the invoice, and prepare a request for “no objection” from IDB for extension of supplies or services;
  • Maintain and update the project’s procurement filing system, and ensure timely input of all relevant documents in their respective files;
  • Support the Procurement Specialist in any and all procurement activities;
  • Carry out any other periodic duties that may be assigned by the Project Coordinator or Procurement Specialist.

Reports/ Deliverables

Guided by the scope of this consultancy and the general requirements of the program, the Procurement Assistant will support the preparation of all reports that reflect procurement responsibilities such as the Annual Procurement Plans and all necessary bidding documents, evaluation reports and draft contracts.

Qualifications

  1. A Bachelor’s Degree/ Diploma in Supply Chain Management, Public/ Business Management, Economics, Accounting or related field.
  2. At least 5 years of progressive experience in procurement or project management, ideally with an IDB or World Bank project. Such experience should cover goods, works and consulting services.
  3. Experience in working with Ministry of Education, Ministry of Finance, and National Tender Board is desirable.
  4. Demonstrated ability to work in teams within a collaborative mode.
  5. Fluency in English and good communication skills.
  6. Available for country-wide travel when necessary.
  7. Advanced computer skills, must have experience on MS Office software.

Characteristics of the Consultancy

  • Consultancy category and modality: Lump Sum
  • Contract duration: 12 months
  • Place(s) of work: Georgetown, Guyana
  • Coordinator: Mr. Patrick John

Consanguinity

Individuals with relatives working for the IDB within, and including the fourth degree of consanguinity and the second degree of affinity are not eligible for employment as staff or contractual. Candidates must be citizens of a member country of the Inter-American Development Bank.

Diversity

The IDB is committed to diversity and inclusion and to providing equal opportunities in employment. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro descendants and persons of indigenous origins to apply.