Procurement Specialist

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

Tourism is a vital economic sector for Sri Lanka, accounting for more than 5 Percent of its Gross Domestic Product (GDP), and providing direct and providing direct and indirect employment opportunities for 170,000 and 220,000 persons respectively. Tourism Industry of Sri Lanka is regulated by four institutes namely Sri Lanka Tourism Development Authority, Sri Lanka Tourism Promotion Bureau (SLTPB), Sri Lanka Convention Bureau (SLCB) and Sri Lanka Institute of Tourism and Hospitality Management (SLITHM) , under Ministry of Ministry of Tourism.

With the COVID 19 outbreak it is predicted that the international and domestic tourism will be severely affected at least till the second quarter of 2021. In this background, Sri Lanka has to come up with innovative approaches to recover from the current crisis and develop a sustainable safer and resilient industry that is can withstand any future shocks without high negative impact, and is environmentally sustainable. More importantly, the country’s tourism sector needs to evolve to attract younger generation of travelers and create unique products and experiences to cater to their preferences.

To expedite the efforts on building a resilient and safe tourism sector in Sri Lanka, Sri Lanka Tourism Development Authority (SLTDA) and above mentioned other institutes require capacity building support. As per the agreements reached between UNDP and SLTDA, UNDP seeks the services of a Procurement Specialist to support the SLTDA, SLTPB, SLCB, and SLITHM in their procurement actions.

SCOPE AND OBJECTIVES

Overall objective of the assignment is to build the capacity of the four institutions identified above on procurement processes. Further the Procurement Specialist is accountable for the timely execution of the identified procurement processes of all four establishments under Sri Lanka Tourism within the framework of the National Procurement Guidelines, Procurement Manual and other related circulars.

The Procurement specialist is responsible for communicating the results with the chairperson/s of the four institutions and should report the progress to the Team Leader of the Climate and Environment Team of UNDP. UNDP will manage the assignment and the consultant must adhere to the general terms and conditions of UNDP.

Duties and Responsibilities

1. Capacity building of the procurement teams of the SLTDA, SLTPB, SLCB, and SLITHM

• Train and guide the procurement related staff of the institutions on procurement procedures and good practices;
• Establish a procurement management system for the project implementation teams of four organizations based on the guidelines, circulars and practices of the Government of Sri Lanka;
• Establish/ improve a procurement management tracking system for the procurement units and project implementation teams of the Organizations that would monitor the implementation of procurement activities;
• In consultation with the Project Managers, prepare and update the Annual Procurement Plan and Budget detailing contract packages (including estimated cost) for Goods, Works, Non-consultancy services and Consultancy Services, the procurement/selection methods and processing times until completion of each procurement activity;
• Establish a performance monitoring database for all suppliers and consultants, and ensure efficiency and timeliness in the delivery of outputs from the service providers;
• Monitor procurements across the institutions and problem-solving as needed including regular updates on problems experienced and on changing needs for specific types of advice;
• Establish and maintain a central procurement filing system (both electronically and manually), and ensure all related documents are included in the respective files, to ensure ease of retrieval of information and the ease of following the trail of procurement by internal or government auditors or authorized agents;
• Advise the organizations on processes for disposal of unnecessary stores and equipment including actual disposal in line with the Government regulations;
• Provide advice, mentoring, coaching and providing on-the-job training for relevant procurement staff in the organizations, and advise them to plan and execute all stages of the procurement cycle in accordance with the national procurement procedures;
• Provide procurement advisory services to the senior management and to the Board of Directors as and when needed;
• Participate in procurement audits and reviews of the organizations;
• Assist in dealing with claims, representations and litigations relating to contracts and procurement;
• Advice on the deviations to the procurement process within national procurement guidelines when required;
• Initiate appropriate quality assurance procedures to the procurement function of the organizations;
• Initiate preparation and relevant approval process of Institution specific procurement guidelines identifying specific requirements of institutes;
• Coordinate with National Procurement Commission for special requirement related to institutes;
• Advice and monitor the Land Lease and property renting process in accordance with the Government guidelines;

2. Support the procurement teams of SLTDA, SLTPB, SLCB and SLITHM to establish good practices related to following areas;

• Identify procurement needs different departments and assist the managers to manage the procurement planning and execution process in a timely way;
• Monitor procurement plan implementation and updating of the Procurement Plan on at least a bi-weekly basis;
• Prepare the General Procurement Notices (GPN), Specific Procurement Notices (SPNs), Invitations for Bids (IFBs), Requests for Expressions of Interest (REIs) and other solicitation documents;
• Establish a register of qualified suppliers and consultants and periodically update this register to facilitate advertisements, solicitations and drawing up of shortlists;
• Coordinate the preparation of Terms of References, technical specifications using standard documentation agreed with the four organizations, and also participate in evaluation of bids, expressions of interest for preparation of shortlists, pre-qualification of suppliers, etc;
• Conduct bidding procedures and participating in bid/proposal opening sessions, bid and proposal evaluations and ensuring that the appropriate Guidelines are followed to arrive at the recommendations for award of contracts;
• Respond to procurement inquiries and communicate the result of the evaluation processes to the applicants in response to the Guidelines;
• Follow-up with the short listed consultants, to ensure their participation in the selection exercise;
• Conduct pre bid meetings and develop clarifications/amendments to procurement documentations;
• Conduct Evaluation Committees and advice secretaries of committees in recording the minutes of the meetings;
• Preparation of minutes of the Evaluation Committee meetings and coordinate contract negotiation processes;
• Review draft and final contracts, and timely distribution of all relevant procurement and contract documents to relevant stakeholders;
• Preparation of monthly, semi-annual and annual procurement reports;
• Assist in supervising contracts in accordance with the respective contract agreements including the processing of payments, physical inspection and testing, receipt and transfer of the goods to the Client, submission of consultants' reports and closing of respective contracts;
• Ensure timely receipt of the goods, services and consultant's status reports, confirming acceptability of the goods delivered, and also acceptability of consultants reports as reviewed, and recommending payments to the service providers;

Expected Output/Deliverables

1. Develop an inception report with the findings of situation and requirement analysis and clear time targets on capacity development programmes to be conducted, guidelines and formats to be developed and a plan to conduct in service training programmes for the procurement staff working with the SLTDA, SLTPB, SLCB, and SLITHM covering all areas identified in the ToR;
2. A progress report after completing 50% of the in-service training programmes and 50% of the guidelines / formats drafted;
3. A progress report after completing 75% of in-service training programmes and 75% of the guidelines/ formats accepted by the respective institutions;
4. A progress report after completing all the activities identified in the inception report;

TIMEFRAME

The envisaged time frame of the consultancy is 90 working days within a 6 month time period

Competencies

The prospective consultant should have following competencies and qualifications.

a. Technical competencies

• Sound Knowledge on National Procurement process;
• Good knowledge of the institutional, technical, and commercial aspects of procurement;
• Experience in delivering projects at international level;
• Demonstrated high experience in contract management at managerial level;
• Strong organization skills and ability to work in a team-oriented, dynamic and diverse environment;
• Ability to handle multiple tasks simultaneously, set priorities, and work independently, or under minimum supervision;
• Demonstrated capacity for initiative and efficient decision making with competent analytical and problem solving skills;
• Demonstrated competence by the level of timeliness and accuracy the individual displays in carrying out his/her role, personal energy and enthusiasm and willingness to exceed expectations in his/her role;
• Ability to plan and organize effectively and build alternative actions into plans, deploying resources effectively and reviewing priorities;
• A commitment to supporting counterpart staff to achieve the outcomes and objectives of the organizations;
• Recognition and respect of peers, and a demonstrated ability to interact effectively and collegially with peers at all levels;

b. Partnerships

• Ability to seek and apply knowledge, information and best practices from multiple sectors;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Excellent written communication skills, with analytic capacity and ability to synthesize relevant collected data and findings for the preparation of case studies and progress reports;
• Excellent leadership, coordination and team working skills;
• Excellent interpersonal skills, sound judgment, communication skills, training experience, ability to identify and resolve policy and operational constraints;
• Demonstrated computer skills, knowledge of Microsoft Office Suite especially, Word, Excel and PowerPoint;

c. Results

• Demonstrated ability to make sound judgments on capacity issues that will require management referral and guidance;
• Demonstrated ability to work effectively in a mentoring role;
• Demonstrated ability to communicate ideas and analyses clearly and tactfully, both orally and in writing;
• Demonstrated ability to assist and support the development of useful procurement processes and procedures effectively;
• Demonstrated ability to transfer skills and knowledge/ previous training or teaching experience is an advantage;
• Demonstrated ability to adapt to challenges and changes in the workplace;

Required Skills and Experience

• University Degree in Business Administration, Public Administration or Economics. Post Graduate qualification would be preferable;
• Ten years of procurement experience at the National or International level;
• Knowledge of procurement regulations of the Donor Agencies. Working experience as a procurement specialist in a donor financed project would be an added advantage;

HOW TO APPLY

• To apply please access UNDP Jobs site http://jobs.undp.org.

The application should be uploaded as **One PDF file including the followings;**

• Cover letter explaining why you are the most suitable candidate for the advertised position and a brief methodology on how you will approach and conduct the work.
• Updated CV to include qualifications/competencies and relevant past experience in similar projects and contact details of 3 professional referees who can certify your competencies, professionalism, quality of writing, presentation and overall suitability to this TOR
• Financial Proposal (Format can be accessed via link Letter of Confirmation of Interest and Availability )
• Incomplete applications will not be considered.

Individual consultants will be evaluated based on a combination of factors including cover letter, the credentials on offer and brief interview (optional) and the offer which gives the best value for money for the UNDP.

Please make sure you have provided all requested materials mentioned above. Not submitting of all the above required documents together with the CV, will be treated as a disqualification.

FINANCIAL PROPOSAL

All Inclusive Lump Sum Fee: LKR (_______________________________________)

Or

All Inclusive Daily Fee: LKR (_____________________________________)

Amount in words: (Rs._______________________________________________________________)

Note: Payments will be based on invoices on achievement of agreed milestones i.e. upon delivery of the services specified in the TOR and certification of acceptance by the UNDP. The applicant must factor in all possible costs in his/her “All Inclusive Lump Sum Fee” including his/her consultancy and professional fee, travel (economy class flights is required to and from the Duty Station) honorarium, board and lodging, and any other foreseeable costs in this exercise. No costs other than what has been indicated in the financial proposal will be paid or reimbursed to the consultant. UNDP will only pay for any unplanned travel outside of this TOR and Duty Station on actual basis and on submission of original bills/invoices and on prior agreement with UNDP officials. Daily perdiums and costs for accommodation/meals/incidental expenses for such travel shall not exceed established local UNDP DSA rates.

For an Individual Contractor who is 65 years of age or older, and on an assignment requiring travel, be it for the purpose of arriving at the duty station or as an integral duty required travel under the TOR, a full medical examination and statement of fitness to work must be provided. Such medical examination costs must be factored in to the financial proposal above. Medical examination is not a requirement for individuals on RLA contracts.

PAYMENT FOR SERVICES

Payments will be based on milestones certified by Project Coordinator- Climate and Environment Team of UNDP.

Payment Milestones will be as follows:

• 10% of the contract value upon submission of inception report;
• 40% of the contract value upon submission of completion report for 50% training programmes and submission of 50% draft guidelines and formats;
• 30% of the contract value upon submission of completion report for 75% training programmes and submission of 75% draft guidelines and formats;
• 20% of the contract value upon submission of report after completing all the activities identified in the inception report;