CALL FOR EXPRESSION OF INTEREST

CONSULTANCY SERVICE TO DEVELOP PROCUREMENT POLICY OR IMPROVE ON EXISTING POLICY AND CONDUCT TRAINING ON THE STEP-BY-STEP PROCUREMENT PROCESSES AND PROCEDURES IN COMPLIANCE WITH DONORS’ PROCEDURES AND BEST PRACTICE

BACKGROUND

Meeting Targets and Maintaining Epidemic Control (EpiC) Project objective 4 supports the transition of prime funding and implementation to capable local partners to meet the PEPFAR goal of 70% funding to local partners. To achieve this objective, the project aligned its capacity development strategy to ensure that local CSO partners that provide HIV prevention, care, and treatment services to their communities can implement technically sound programming at a consistently high level of performance. When focusing on the transition of local partners to direct USAID/PEPFAR funding, the EpiC project focuses on the USAID Office of HIV/AIDS domains of technical programming, strong strategic information systems, and effective management systems, including financial systems and internal control as well as strengthening the organization.

OBJECTIVE

Ensure the development of and or revising two (2) local CSOs Procurement policies, plan, and practices in close collaboration with each CSO, and training engagement for CSO staff and Senior Management Team (SMT) who are involved in the procurement activities to ensure ownership and that the donors’ funding is safeguarded. Value for money is achieved at all levels in the operationalization and sustainability of the organization, governance system, accountability, and effective service delivery to its target population.

STRATEGIC ACTIVITY

Review each CSO’s scope of services and delivery, and existing procurement policies/procedures/practices. Revise and or update, if any, or develop if there isn’t, a procurement policy, plan, procedures and practices with the involvement of the Senior Management team (SMT) and orientate procurement personnel and other Management team members who are directly involved in the procurement activities on the usage of the policy and navigate them through the step-by-step procedures and processes to ensure that value for money is achieved and risk is mitigated in support to organization growth and sustainability. The consultant will work closely with the Technical Officer-Capacity Building and Procurement Officer – EpiC Liberia while providing weekly update on deliverables as per plan and the EOI to the Technical Advisor.

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Meeting Targets and Maintaining Epidemic Control (EpiC) Project

SCOPE OF WORK:

The procurement consultant hired will have the below-listed responsibilities: • Develop and present an inception (start-up) plan for engaging two (2) CSO partners. • Develop procurement policy/manual for the two CSO that aligns with donors’ procedures, best practices and customize to the two CSO partners.

• Provide feedback presentation on findings to the team for input and next steps. • Prepare training materials and methodology to facilitate a two (2) day refresher training with the 10 CSO partners.
• Consider recommendation from the training; review and update existing procurement manual (policies) for 2 CSO partners that will support the operation of a standard procurement processes and procedure while procuring goods and services, management, and control of inventory.
• Conduct a validation session of the developed procurement policies for implementation with procurement personnel and other SMTs who are involved in the reviews and approvals of procurement packages and documentation.
• Recommend to CSO SMT the filing protocol for the filing of procurement documents (Manually or electronically) seeking guidance from the Technical Officer- Capacity Building and Procurement Officer.
• Recommend to SMT the Implementation Plan of the Procurement policy/Manual. • There will be two brief check-ins on agreed deliverables.
• with EpiC Technical Advisor

OUTPUT:

The consultancy will achieve the following deliverables:

• Developed procurement policy/manual that aligns with donors’ procedures and best practices.
• Two days refresher training/engagement on standard procurement processes, procedures, and management, packaging, internal audit, and control, filing, asset management, disposal, etc. and usage of the policy/manual for operationalizing procedures and processes for the execution of procurement activities and the effective management and control of inventory.
• A developed and comprehensive inventory management system that aligns with donors’ procedures and best practices for localization.
• Increased the understanding of procurement personnel in the procurement policy and the step-by-step procedures to ensure value for money is achieved.
• Organized the procurement process to ensure division of labor and compliance with best practices.
• Enhanced capacity of procurement personnel and SMTs in the execution of procurement activities to achieve value for money.
• Shared update on agreed deliverables weekly with EpiC Technical Advisor • Consultant Final Report: a final report and next steps action plan within at three months for mentorship to customize and or localize the procurement standards, processes and procedures detailing all the activities implemented and completion status. The report

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should outline activities and achievements issues and lessons learned as well as recommendations for continuous improvement in executing procurement activities.

Terms of Payment

The total budget for the engagements is $US ______including preparation for engagement and exercises leading towards assessment, manual development and orientation and stationery etc. 10% withholding tax shall be conducted from the consultancy fee. 100% to be paid upon completion of the developed or updated procurement manual and final report.

FUNCTIONAL COMPETENCIES:

Excellent and effective interpersonal communication (verbal and written) skills, including the ability to prepare reports and conduct presentations by clearly formulating positions on issues, articulating options concisely and conveying necessary information, making, and defending recommendations; ability to unambiguously draft and interpret policies to stakeholders.

QUALIFICATION:

The consultants should have:

• A minimum of five (5) years of experience in the field of Procurement Management – preferably-International NGOs
• Technical experience working on the formation and development of policies and guidelines.
• Extensive knowledge of USAID Procurement procedures and policy.
• Must have outstanding and excellent communication and research skills. • Must have the ability to clearly articulate issues and recommendations from assessment findings of the processes and procedures leading towards the development of policy. • Must have a minimum qualification of a bachelor’s degree in business administration. • A master’s degree in business administration (A professional certificate or degree in Procurement/Logistics Management will be an added advantage).
• Must be computer literate and knowledgeable in some procurement applications software.

OTHER SKILLS REQUIRED

• Must be very proactive and gender tolerant.
• Must understand safeguard “do not harm”.
• Ability to work within deadlines with demanding schedules.
• Ability to manage significant workload and make timely reports as requested. • Must be able to work with a team of individuals.
• Must be very responsive and prompt in emails.

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Submission Details

• Interested Individual Consultants should submit a cover letter and resume/CV to Liberia.EpiC.recruitment@fhi360.org. no later than 5:00 pm, on July 10, 2024