Senior Procurement Specialist

**Project:** Malawi Health Emergency Preparedness, Response and Resilience Project Using the Multiphase Programma

 

 

 

 

 

                                                                       

GOVERNMENT OF THE REPUBLIC OF MALAWI

 

 

 

Ministry of Health and Sanitation

 

 

 

REQUEST FOR EXPRESSIONS OF INTEREST

 

CONSULTING SERVICES – INDIVIDUAL SELECTION

 

 

Country                          : Malawi

Name of Project              : Malawi Health Emergency Preparedness, Response and

                                            Resilience Program

Project ID No                   : P505187

Assignment Title              Senior Project Procurement Specialist

Reference No.                  : MW-MOH-573835-CS-INDV

Date of Issue                     : 12th October, 2026

 

 

 

 

 

 

1. Background

The government of Malawi is implementing the Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP) funded by the World Bank (IDA). This is a five-year project. The Project aims at strengthening health system resilience and multisectoral preparedness and response to health emergencies in Malawi.

The Ministry of Health intends to source consultancy services for the Senior Project Procurement Specialist to work for the project. The position is tenable at the Ministry of Health Headquarters, Capital Hill, Lilongwe, Malawi.

 

1.1 Project Development Objective (PDO)

The Project Development Objective (PDO) is to strengthen health system resilience and multisectoral preparedness and response to health emergencies in Malawi. The Project will strengthen the preparedness and resilience of the health system and improve early detection and response to Health Emergencies (HEs) through multisectoral approach,

 

Objective of the Assignment

The objective of the assignment is to provide strategic leadership, technical oversight, and performance management of the Project's procurement and contract management function in order to accelerate implementation and ensure the timely conversion of Project resources into goods, works, services, and measurable development results.

The Specialist will ensure:

• An integrated and realistic procurement pipeline;
• Effective monitoring of critical procurement activities;
• Timely identification and resolution of procurement and contract management risks; and
• Full compliance with the World Bank Procurement Regulations for IPF Borrowers, the Financing Agreement, the approved Procurement Plan, and applicable Government of Malawi procurement legislation.

3. Duties And Accountabilities 

The Senior Procurement Specialist, under the direction of the Project Coordinator, shall supervise the implementation of all procurement related activities of the Project. This includes ensuring that project activities are implemented in accordance with the World Bank (WB) and Government of Malawi (GoM) Procurement Policies and Guidelines, Project Documents and Agreements and Procureme0nt Operational Manual. The Senior Procurement Specialist shall ensure the timely delivery of goods and services to the Projecting Implementing Entities (PIEs) by supporting the development and maintenance of an effective monitoring, administrative and reporting procurement environment that facilitates and contributes to the achievement of the Project’s goals and objectives.

The specific duties of the Senior Procurement Specialist shall include but not limited to the following:

1. Strategic Procurement Leadership and Acceleration

• Provide the supervision and quality check on preparing procurement documentation for goods, works and non-consulting services including Specific Procurement Notices (SPNs), Invitation for Bids, advertisements, Request for Quotation documents, organizing and conducting bid openings, evaluation reports, obtaining the necessary approvals and No Objection Letters from the World Bank where required, arranging for the contract signing, and distribution to the appropriate authorities;
• Provide executive-level leadership and oversight for procurement and contract management functions.
• Maintain an integrated procurement pipeline and implementation schedule.
• Identify procurement bottlenecks and coordinate corrective actions.
• Advise Project Management on procurement priorities, sequencing, and implementation risks.

1. . Procurement Governance, Compliance and Quality Assurance

• Ensure compliance with World Bank regulations and Government procurement requirements.
• Review major procurement documents and procurement strategies.
• Promote competition, transparency, integrity, accountability, and value for money.

1.  Oversight of Complex and High-Value Procurement

• Review procurement documentation for consulting services including liaising with the technical teams on preparing Terms of Reference (TORs), Requests for Expressions of Interest (EOI), advertisements, evaluating EOIs and creating shortlists, preparing Request for Proposal documents, evaluating proposals, obtaining the necessary clearances from the World Bank where required, assisting in contract negotiations, minutes of negotiations, draw-up draft contracts and making arrangements for contract signing, and distributing to the appropriate authorities;
• Lead or oversee high-value and strategically important procurement activities.
• Support evaluations, negotiations, contract awards, and resolution of complex procurement matters.

1. . World Bank and Procurement Oversight Coordination

• Serve as the principal procurement focal point for the World Bank and oversight institutions.
• Coordinate submissions requiring Prior Review and No Objection.
• Support implementation support missions, audits, and procurement reviews.
• Facilitate implementation of agreed corrective actions.
• Lead ensuring compliance with procurement methods and prior review thresholds applicable to the project;
• Ensure all procurement activities are carried out in accordance with the agreed procedures, including the Financing Agreement; the World Bank’s Procurement Regulations; and Government of Malawi Public Procurement and Disposal of Public Assets Act;

1. Contract Management and Delivery Oversight

• Establish and oversee a robust contract management framework.
• Lead in coordinating responses to inquiries and communicate the results of the evaluation process to bidders or consultants, in keeping with World bank’s Procurement Regulations;
• Lead in handling bidders and consultants’ complaints and debriefings by ensuring that they are all addressed adequately and in a timely manner and to maintain a complaints database;
• Monitor contract milestones, deliverables, guarantees, warranties, insurance, and payments.
• Advise management on contract variations, claims, disputes, and extensions.

1.  Procurement Risk, Integrity and Complaints Management

• Maintain a comprehensive procurement risk register and tracker.
• Identify and mitigate procurement and market risks.
• Oversee procurement complaints handling.
• Promote compliance with ethical and anti-corruption standards.

1. . Procurement Performance Monitoring and Reporting

• Monitor procurement processing times and implementation milestones.
• Ensure timely updating of STEP and other approved systems.
• Prepare quarterly procurement performance reports.
• Provide procurement inputs to project progress reports and management reviews.

1. . Supervision, Mentoring and Capacity Building

• Supervise and mentor procurement staff assigned to the Project.
• Support resolution of complex procurement issues.
• Identify capacity gaps and implement capacity-building initiatives.
• Strengthen sustainable procurement systems within the Ministry of Health.
• Carry out any other duties as may be assigned by the Project Coordinator from time to time.

4.0 Contract Duration 

The position is available until December 2029, with potential extensions. This a one-year contract and will be renewed annually based on satisfactory performance, availability of resources, and project needs.

 

5.0 Performance Criteria

The following performance criteria will be used to assess the performance of the Senior Procurement Specialist at regular intervals and based upon these assessments the contract with the Ministry of Health may be continued or terminated:

• > 90 % of Planned Annual procurement activities completed within the approved procurement schedule
• 100% of procurement processes conducted in accordance with the applicable World Bank Procurement Regulations and approved Procurement Plan.
• Procurement risks reviewed and updated at least quarterly or whenever significant project circumstances change.
• 100% of contracts actively monitored, with key deliverables, expiry dates, payment milestones and performance issues tracked.
• Procurement complaints responded to and resolved/escalated within the applicable timeframe.
• Procurement files are complete and readily available for supervision missions, audits and post-procurement reviews.
• Demonstrable savings/value-for-money improvements where appropriate, without compromising quality, competition or compliance.
• All required procurement documents uploaded/updated in STEP within the prescribed timeframe.

6.0 Deliverables

The Senior Procurement Specialist shall be responsible for the following key deliverables

• Procurement Acceleration plan within 30 days of commencement, quarterly procurement performance reports, a contract management framework by a specified date
• Project annual Procurement Plan and periodic updates of the same.
• Timely Procurement of Goods, Works and Services
• Bid/Proposal Evaluation and Contract Award (Bidding documents, Request for Proposals, Evaluation Reports, Draft Contracts, etc)
• Minutes of meetings held throughout the procurement process, including short-listing, Evaluation, interview and negotiation and bid openings all duly signed by panel members/participating parties.
• Accurate procurement reporting, STEP updates and support to audits/World Bank reviews.
• Effective management and monitoring of all active contracts.
• Effective procurement risk management and timely resolution of procurement issues.
• Monthly, Quarterly, Semi-Annual and Annual procurement reports as inputs into the Project Management
• Weekly, monthly updates on Procurement Plan tracker to be shared with Project Management

7.1 Qualifications and Experience

The candidate for the assignment shall have the following attributes:

• The candidate must have a minimum of Master’s Degree in Procurement, Engineering, Economics, Business Administration, Public Administration, Law, or a related field.
• At least Fifteen (15) years of post-qualification professional experience, of which at least ten (10) years must comprise progressive experience managing procurement and contract management under World Bank-financed project projects involving complex procurement of works, goods, equipment, and consulting services.
• Experience with Donor funded Projects including the World Bank and Professional membership of a recognized procurement body such as MIPS or CIPS will be an added advantage.
• Strong organizational, communication and ethical skills in conducting duties in procurement experience
• Prior familiarity with procurement policies, regulation and the preparation of specific standard procurement documents on World Bank and knowledge of preparation of bid evaluation reports and new procurement reporting in Systematic Tracking of Exchanges in Procurement (STEP)
• Experience in emergency procurement, health-sector procurement, medical equipment procurement, infrastructure procurement, or other complex public-sector procurement assignments.
• Sound working knowledge of Government of Malawi public procurement laws and procedures.
• Demonstrated knowledge of World Bank procurement guidelines, policies, evaluation procedures, and reporting requirements
• Extensive experience (at least 5 years) using the World Bank STEP system.
• Proven experience in management of large and complex works contracts
• Experience in multidisciplinary project environments.

 

 

 

 

7.2   Required competencies

• Relevant specialized procurement training, including procurement under donor-funded projects and procurement of large works and equipment.
• Excellent analytical, communication, interpersonal, report-writing, and decision-making skills
• Proficiency in Microsoft Applications including Excel, PowerPoint and Word.
• Excellent ability to communicate clearly, accurately and concisely in English, both verbally and in writing.
• Ability to work in a team and independently with minimal supervision.
• Ability to work with tight deadlines and deliver exceptional results.
• Strategic procurement planning and leadership;
• Strong professional judgement and decision-making ability;
• Procurement and contract management expertise;
• Procurement risk assessment and mitigation;
• Strong analytical and problem-solving skills;
• Negotiation and dispute-resolution capability;
• Effective stakeholder engagement and relationship management;
• Ability to manage complex procurement portfolios under demanding timelines;
• Excellent communication and report-writing skills;
• High standards of integrity, accountability, and ethical conduct;
• Sound understanding of value for money, competition, transparency, and procurement governance; and
• Proficiency in STEP and other procurement and contract management

8.0 Reporting

The Senior Project Procurement Specialist will report directly to the Project Coordinator and serve as the principal advisor to Project Management on procurement, contract management, and procurement risk matters.

The Specialist will provide leadership to procurement personnel assigned to the Project and work closely with Technical Teams, Financial Management Specialists, Monitoring and Evaluation personnel, Environmental and Social Specialists, the Public Procurement and Disposal of Assets Authority (PPDA), the World Bank, and other key stakeholders.

 

 

9.0 Location of Employment

The Senior Procurement Specialist will be based at the Ministry of Health and Sanitation, Capitol Hill. The following shall be provided by the Client: office space, furniture, and office equipment, and internet facilities.

10. REMUNERATION

Remuneration will be determined in accordance with the applicable Ministry of Health and Project remuneration framework and will be commensurate with the qualifications, experience, and responsibilities of the position.

 

8. SELECTION METHOD

 

The Consultants will be selected in accordance with the Individual Consultant Selection

The attention of interested Consultants is drawn to Section I, paragraphs 1.9 of the World Bank’s “Procurement Regulations” Selection and Employment of Consultant under IBRD Loans and IDA Credits and Grants by World Bank Borrowers, July 2016 Revised November 2017 and August 2018 (“Procurement Regulations”- Consultant Guidelines), setting forth the World Bank’s policy on conflict of interest. 

 

Further information can be obtained at the address 9 (a) below during office hours from 08.00 to 12.00 and 13.00 to 16.30 hours local time, except on Weekends and Public Holidays

 

1. 1. SUBMISSION OF EXPRESSION OF INTEREST

Expression of Interest, clearly marked on the outer envelope with EoI name and reference number must be delivered to the address at 9 (b) below and deposited in the tender box located at Ministry of Heath, 2nd Floor at or before 10:00 hours local time on 23rd October, 2026

 

9 (a) Address for Clarifications and Further Information

The Chairperson    

Internal Procurement and Disposal of Assets Committee,

Ministry of Health

Procurement Unit – Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)

Ground Floor, Room No. 17

Capital Hill Circle,

Lilongwe, Malawi.

Attention: Procurement Specialist

Email: andrewngwend@gmail.com

cc: lingonda@gmail.com

 

9 (b) Address for Submission of Expression of Interests

 

The Chairperson                    

Internal Procurement and Disposal of Assets Committee,

Ministry of Health Headquarters,

Tender Box:  Second Floor,

Capital Hill Circle,

Lilongwe,

Malawi.