Friday, Nov 22, 2019

  1. Background

The Intergovernmental Authority on Development (IGAD) was established in 1996 to supersede the Intergovernmental Authority on Drought and Development (IGADD) which was founded in 1986 to mitigate the effects of the recurring severe droughts and other natural disasters that resulted in widespread famine, ecological degradation and economic hardship in the region. Taking the emerging political and socio-economic challenges into consideration, the revitalized IGAD was launched with more expanded mandate to be the premier Regional Economic Community (REC) for achieving peace and sustainable development in the IGAD region. The mission of IGAD is to promote regional cooperation and integration and to add value to Member States’ efforts in achieving peace, security and prosperity.

The IGAD mandate for peace and security emanates from its establishment agreement that emphasizes the need to establish a strong commitment among member states to act collectively to preserve peace, security and stability and to take collective measures against threats to peace and security in the Region.

As per the IGAD Peace and Security Strategy (2016 – 2020) IGAD’s overall objective in the areas of peace and security is to promote, achieve and sustain good governance, peace, security and stability in the region. In order to achieve this objective, IGAD Peace and Security Division aspires to enhance the predictive and preventive capabilities of IGAD and its Member States to counter terrorism and transnational organized crimes, respond to and resolve conflicts and promote stability and good governance in the IGAD region.  European Union is financing part of the implementation of IGAD Peace and Security Strategy under the programme ‘IGAD Promoting Peace and Stability in the Horn of Africa Region’ (IPPSHAR); a programme with an overall objective to contribute to achieving sustainable peace, security and stability for the attainment of economic integration and development of the IGAD region.

The Peace and Security Division has an overall responsibility of coordinating and ensuring the successful operationalization of peace and security strategy and mobilize resources for the implementation of programmes included in the strategy.

To this end, IGAD PSD intends to engage the services of an individual procurement expert, on a short term consultancy basis, to support the IGAD Peace and Security Division Procurement Officer (PSDPO) in coordinating IGAD PSD procurement plans and implementing the procurement of goods and services in accordance with the EU PRAG guidelines.

  1. Summary of the Assignment

The Procurement Expert will be part of the Project Team working on the implementation of the project’s procurement activities and will assume ongoing activities including activities yet to be initiated.  The procurement expert shall support the IGAD PSDPO in the administrative and coordination of IGAD PSD procurement systems and processes in general and procurements in connection with the implementation of the IPPSHAR in particular.

Under the supervision and coordination of the IGAD PSDPO, the procurement expert would be responsible for the following specific procurement activities needed for program implementation:

  • Support IGAD PSDPO to plan, prepare and coordinate the timing of procurement of consulting services and goods;
  • Implement activities in accordance with the approved Procurement Plan as directed by IGAD PSDPO;
  • Prepare bid documents using EU PRAG standard bidding documents and providing correct, complete and unambiguous tender information;
  • Continually develop and maintain a comprehensive list of all procurements of goods and services for all work packages;
  • Follow up with programme managers of various IGAD PSD units for the preparation and finalization of terms of reference (TOR) for the procurement of consultancy service, and technical specifications for goods;
  • Follow up and submit the bid documents to the Heads of programmes and Project Team for obtaining No objection and make such modifications in consultation with IGAD PSDPO to the said documents as the may be recommended;
  • Maintain procurement documents in proper filling system; 
  • Support IGAD PSDPO with the launch of tenders and proper management of calls for tender(s);
  • Support the IGAD PSDPO in secretariat duties in the opening and evaluation of bids received;
  • Prepare draft contracts for review by IGAD PSDPO for obtaining approval from Heads of programmes and no-objection by the Project Team respectively;
  • Prepare notifications for approval by the PSDPO to the unsuccessful bidders immediately after the decision to award of contracts;
  • In consultation with the PSDPO, prepare monthly procurement status updates for all work packages for the IGAD PSD programme units;
  • Participate in committees receiving supplies and services, and to ensure that these goods and services received comply with contract specifications;
  • Support IGAD PSDPO in monitoring the implementation of service - and supply contracts;
  • Keep an up to date and accurate register of all the contracts;
  • Carry out any other duties as may be delegated by the IGAD PSDPO.
  1. Deliverables
  • Deliver a comprehensive procurement plan for the assignment in collaboration with PSDPO, to be agreed on with IPPSHAR ADA Team and approved by the PSD Director (end of first month)
  • Submit monthly progress reports including time sheets, by the last working of the month
  • Contribute to the IPPSHAR biannual and annual progress reports
  • Submit a final report on the assignment at the latest two weeks after the end of the contract period.
  1. Required qualifications

The Procurement Expert will be from one of the IGAD Member States and will have the following qualifications and experience:

  • A minimum of first degree in business administration, procurement or supply chain management or engineering or administration or law or any other relevant field and post graduate training in procurement or related subject, or equivalent by experience;
  • Good knowledge of international procurement methods and procedures. Specific knowledge and experience in EU PRAG procurement guidelines will be a distinct advantage;
  • Minimum three – five years relevant working experience is in procurement management at mid-level, preferably in an international organization or a consultancy firm;
  • Experience in training, capacity building and setting up procurement systems in a new organization will be a distinct advantage;
  • Computer literacy and competence, Microsoft Word, Excel, Access, Power Point;
  • Proven ability to work and interact with people from diverse, professional, social and cultural backgrounds;
  • Fluency in written and spoken English. Knowledge of French would be an added advantage;
  • Excellent analytical skills and report writing.

Other Requirements:

  • Excellent planning, organizing and writing skills;
  • Excellent communication skills, ability to work in multicultural environments, and ease in interpersonal relationships;
  • Reliable and responsible personality and capacity to work under demanding professional circumstances and in an international environment;
  • Excellent coordination and negotiation skills;
  • Excellent organizational and record keeping skills;
  • Experience in dealing with senior officials;
  • Good team player while being independent and able to work autonomously;
  1. Location of the assignment

Location of the assignment will be in Addis Ababa IGAD PSD Office.

  1. Payment schedule

The suggested payment schedule will be made in monthly installments of a total of 85% of the contract value, calculated by working days served and based on an agreed daily professional service fee. The final 15% are subject to the submission and approval of the final report.

  1. Duration of the assignment

The assignment is projected for 9 months with the possibility of extension. The Expert is expected to work 37.5 hours per week and an average daily attendance per month will be fixed per regular IGAD standards.

 

  1. Documents to be included when submitting the Proposals.

Interested individuals must submit the following documents /information to demonstrate their qualification, experience and suitability to undertake the assignment:

  1. An Application Letter indicating interest to perform the assignment;

 

  1. Personal CV indicating all past experience from similar projects, as well as the contact details email and telephone number) of the Candidate and at least three (3) professional references;

 

  1. Copies of degree certificates and testimonials;

 

  1. Brief description of why the individual considers him/herself as the most suitable for the assignment; including comments on the terms of reference, in particular regarding the objectives and expected results, thus demonstrating the degree of understanding of the contract; an outline of the approach proposed for contract implementation; and a list of the proposed tasks you consider necessary to achieve the contract objectives detailed in a work plan;

 

  1. Financial Proposal that indicates the all-inclusive fixed total contract price supported by a breakdown of costs.
  2. Financial Proposal

Professional Fee:

The contract will be based on Lump sum payment including Professional Fee and lump sum travel related expenses.   The financial proposal will specify the Lump sum professional Fee (with breakdown of daily fee x number of working day) and lump sum travel related expenses in Euros. The payments will be made to the Individual Consultant based on the completion of the deliverables indicated in the TOR.  To submit Financial Proposal, please use Template of Submission of Financial Proposal Template provided in Annex 1.

  1. EVALUATION

The award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  1. Responsive/compliant/acceptable, and
  2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
  • Technical Criteria weight: 80
  • Financial Criteria weight: 20

 Technical

Organisation and methodology

Up to

Maximum

Rationale:

 

20

Comments on the terms of reference for the successful execution of activities, in particular regarding the objectives and expected results, thus demonstrating the degree of understanding of the contract. Your opinion on the key issues related to the achievement of the contract objectives and expected results.

20

 

Strategy

 

45

·         An outline of the approach proposed for contract implementation.

15

 

·         A list of the proposed tasks you consider necessary to achieve the contract objectives.

5

 

·         Qualifications and competence of the expert for the assignment

25

 

Experience related to the assignment   

 

25

Work plan - timetable of activities

 

10

Total score for organization and methodology

 

100

 

*Only candidates obtaining a minimum of 75 technical points would be considered for the Financial Evaluation.

 

  1. Submission of the proposal/application

Only candidates who meet the profile of the minimum qualifications, experience and core competences stated above need apply. Submitted applications/Proposals should be accompanied by the candidate’s detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees and the candidate’s contact details (E-mail address and telephone numbers).

The applications should be addressed to:

The Director, Administration & Finance, IGAD,

P.O. Box 2653, Djibouti,

Republic of Djibouti;

Sent by email:

E-mail to the following e-mail address: This email address is being protected from spambots. You need JavaScript enabled to view it., bearing the subject line: short term procurement expert

Deadline for submission: Applications must be received at the IGAD Secretariat by C.O.B 28th November 2019

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