Procurement Officer

Job Overview

  • Date Posted
    July 10, 2024
  • Expiration date
    July 23, 2024
  • Experience
    3 Years
  • Gender
    Both
  • Qualification
    Bachelor Degree
  • Organization
    EDSA
  • Required Languages
    English

Job Description

 

REPUBLIC OF SIERRA LEONE
ELECTRICITY DISTRIBUTION AND SUPPLY AUTHORITY (EDSA)
REQUEST FOR EXPRESSIONS OF INTEREST
(CONSULTING SERVICES – INDIVIDUAL SELECTION)
THE RECRUITMENT OF A PROCUREMENT OFFICER AT THE
ELECTRICITY DISTRIBUTION AND SUPPLY AUTHORITY (EDSA)
LOCAL NATIONAL HIRE
Country: Sierra Leone
Name of Project: Enhancing Sierra Leone Energy Access Project
(ESLEAP).
Assignment Title: Procurement Officer at Electricity Distribution
and Supply Authority (EDSA)
Reference No.: SL-EDSA-001-CS-INDV
Date Issued: 9th July 2024
Closing Date: 23rd July 2024
The Government of Sierra Leone (GoSL) has secured funding from the World Bank to
implement the following Energy Projects: Enhancing Sierra Leone Energy Access
Project (ESLEAP). The Government of Sierra Leone seeks to apply part of the proceeds
of the funding towards the Services of a Procurement Officer at the Electricity

Distribution and Supply Authority (EDSA).
The consulting services (the Services”) include:

-Assisting in carrying out the day-to-day procurement functions of the project, as
required by the Project Appraisal Document.

-Assisting in coordinating the development of the project’s Annual Procurement Plans,
conducting market surveys to determine the estimated cost for each procurement
package, selecting market approaches, and selection methods for procurement
packages, and scheduling of procurement activities.

Ensuring timely submission of all project procurement plans for review and approval
by the Bank as required and updating and monitoring their implementation.

In consultation with the implementing agencies, preparing technical specifications,
terms of reference, and bidding documents for the acquisition of goods, works, and
services,

– Participating in Bid Openings and meetings of Evaluation Panels (EPs) in the role of

facilitator.

– Assisting in the preparation of minutes of meetings of bid and evaluation committees
and related evaluation reports.

– Ensuring that bid securities are properly secured and promptly returned to bidders
after contract award.

-Arranging contract negotiations, providing guidance to contract negotiation processes,
and preparing negotiation minutes, draft contracts, and requests for “no-objection” to
contract awards.

– Liaising with the user department on the verification of goods/supplies delivered;
preparing payment certificates for goods, supplies, and services;

Establishing and maintaining a simple procurement management tracking system
to monitor the implementation of each procurement activity and ensure efficient contract
management.

Maintaining and periodically updating a database of service providers.
Support, if required, the preparation of Local Purchase Orders for verification by
approving authority.

Maintaining a good records management system which will serve as repository of
procurement documents and ensuring that all procurement documents are uploaded
in STEP.

– Regularly interacting with the Financial Management Unit to Prepare Specific
Procurement Notices (SPNs) and Expressions of Interest (EOls) for activities required
under the project.

– In consultation with the Head of Procurement/international Procurement Specialist
(UPS) at the EDSA Project Implementation Team (PIT), coordinate the preparation of
Terms of Reference (TORs), process EOls, and prepare Requests for Proposals (RFPs)
on consulting assignments.

– Assisting in carrying out the day-to-day procurement functions of the project, as
required by the Project Appraisal Document.

Ensuring timely submission of all project procurement plans for review and approval
by the Bank as required and updating and monitoring their implementation.

– In consultation with the implementing agencies, coordinate the preparation of
technical specifications, and prepare tender documents for the acquisition of goods,
works, and services,

-Participating in Bid Openings, and meetings of Evaluation Panels (EPs) and prepare
minutes of meetings; including preparation of the requests for “no objection”.

– Ensuring that bid securities are properly secured and promptly returned to bidders
after contract award.

-Arranging contract negotiations, providing guidance to contract negotiation processes,
preparing negotiation minutes, drafting contracts, Local Purchase Order, and requests
for ‘no-objection” to contract awards.

– in cases of procurement actions requiring IDA “no objection”, coordinate the dispatch
of procurement documents to IDA, through the Head of Procurement and monitor IDA
response time on issuing ‘no objections” at different levels of the procurement process

 

and follow-up accordingly.

-Monitor and ensure timely responses to procurement questions raised by the IDA.
Follow-up with the short-listed consultants after dispatch of RFP, to ensure their
participation in the selection exercise;

– Liaising with the user department on the verification of goods/supplies delivered, and
preparing payment certificates for goods, supplies, and services.

– Establishing and maintaining a simple procurement management tracking system
to monitor the implementation of each procurement activity and ensure efficient contract
management.

Maintaining a good records management system that will serve as a repository of

procurement documents and ensuring that all procurement documents are uploaded
in STEP

Regularly interacting with the Financial Management Unit to collaboratively validate
contract commitments and disbursements.

Monitoring the Procurement Plan every month and keeping the Project Management
Team (PMU) abreast of any activity that requires action;

– Preparing and submitting monthly procurement implementation reports detailing the
following: () Assignments completed, (i) Assignments outstanding) Chalenges, iv)
Mitigation measures; v) Lessons Learnt; and Plan for thenext months

-Ensure that all related documents are included in the respective files, to ensure
ease of folowing the paper trail of procurement by independent external auditors or
authorized agents

-Carry out any other relevant duties that may from time to time be assigned by the
ESLEAP Team Lead or the Head of Procurement

to contract commitments and disbursements.

– Monitoring of the Procurement Plan on a monthly basis and keeping Project
Implementation Team (PIT) abreast of any activity that requires action;

Preparing and submitting monthly procurement implementation reports detailing the
following: () Assignments completed, (i) Assignments outstanding.

Carrying out any other relevant duties that may be assigned by the PC and EDSA
team

Duration of Assignment

The assignment will be for a period of twelve (12) months starting from the date of
contract signature ensuring full consistency with the TOR, and could be renewed
based on need, consultant’s performance, and availability of funds.

The detailed Terms of Reference (TOR) for the assignment can be obtained at the
address and email given below:

, Electricity Distribution and Supply Authority (EDSA) now invites eligible individual
it consultants (“Consultants”) to indicate their interest in providing the Services. Interested
it Consultants should provide information demonstrating that they have the required
qualifications and relevant experience to perform the Services, including CVs,

al certificates, etc.
The shortlisting criteria are:

Minimum bachelor’s degree in social science or related field with a minimum of
Three (3) years of post-qualification experience in public procurement practices and

procedures.

of – A postgraduate diploma or Professional Procurement certificate will be an added
advantage.

Minimum of three (3) years’ experience in handling, managing, or overseeing national
procurement for World Bank/other donor-funded or administered projects; the minimum

country experience on public procurement of World Bank-funded and other donor
funded projects;

– Knowledge of experience with World Bank/other international development
organizations’ procurement procedures would be an added advantage.

– Must be knowledgeable in preparing procurement plans using a Systematic Tracking
of Exchanges system in procurement.

– Strong organizational skills and ability to work in a team-oriented, dynamic, a nd
diverse environment.

– Excellent interpersonal skills, sound judgment, communication skills, training
experience, and ability to identify and resolve policy and operational constraints.

– Demonstrated computer skills, and knowledge of Microsoft Office suite especially.
word, excel, and PowerPoint.

– Ability to handle multiple tasks simultaneously, set priorities, and work independently.
or under minimum supervision.

– Demonstrated ability to assist and support the development of useful procurement
processes and procedures effectively.

– Demonstrated ability to adapt to challenges and changes in the workplace.
-Ability to focus under pressure and willing to work extra hours as Occasional weekend
and or evening hours if required.

– Strong oral and written communication skills with a proven ability to convey information
clearly and concisely.

The attention of interested Consultants is drawn to Section Ill, paragraphs, 3.14,
3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July
2016 revised 2018 (“Procurement Regulations”), setting forth the World Bank’s policy
on conflict of interest. In addition, please refer to the following specific information on
conflict of interest related to this assignment as per paragraph 3.17 of the Procurement
Rejulations

A Consultant will be selected by the Individual Consultant Selection Method set out in
the Procurement Regulations.

Further information can be obtained at the address below during office hours: 0800
AM to 05:00 PM Sierra Leone Local Time.

Expressions of interest must be delivered in a written form to the address below in
person, oi by e-mail by 23rd July 2024 at 05:00 PM Sierra Leone Local Time.
Attn: Emmanuel Ozigbo
Project Management Unit Office
36 Siaka Stevens Street,
4th Floor, Electricity House
Freetown, Sierra Leone

E-mail: aleksandarnikolic@edsa.sl; ozigboemmanu@gmail.com
Copy: gobarichard@gmail.com, tioamara@gmail.com