Description

Terms of REFERENCE

Sudan - Enhancing Community Resilience Project (P181490) THABAT AF

Individual Consultant

Consultancy Title: Procurement Specialist Consultant

Location(s): Remote

Eligibility: Position is open to international candidates.

Duration of contract: 1 year with the possibility of extension.

1. Background

Mercy Corps is one of the implementing agencies of the Sudan - Enhancing Community Resilience Project (THABAT Additional Financing). The Project Development Objective (PDO) is to improve access to basic services and food security of Select Communities in the Republic of the Sudan. The project comprises of two components. The first component, Community-led Basic Service supports (i) delivery of improved community led basic services, including health and nutrition, alternative education programming, water supply, sanitation and hygiene (WASH) services, and Gender Based Violence (GBV) services; (ii) temporary engagement of frontline workers and volunteers in select sectors; (iii) project management and technical assistance costs; and (iv) technical assistance and training to select local authorities. The second component, Improving Food Security, supports (i) increased resilience and production of select crops and protection of livestock assets in rural areas that supply food to the target communities; (ii) agricultural value chains; (iii) the scaling-up and strengthening of community consumer cooperatives and organizations and community food centers that distribute agricultural outputs and provide affordable food to vulnerable groups; and iv) project management and implementation costs.

Mercy Corps now intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Procurement Specialist Consultant.

2. Objectives of the Assignment

The objective of the assignment is to obtain the services of a highly qualified and experienced Procurement Specialist Consultant who will oversee procurement activities under the THABAT AF Program, ensuring full compliance with the World Bank’s Procurement Regulations for IPF Borrowers and Mercy Corps policies.

3. Scope of work

The Procurement Specialist Consultant will be responsible for carrying out project procurement activities, record keeping and documentation in line with the World Bank Procurement Regulations including the planning and implementation and supervision of all procurement operations under the project.

Specifically, the Procurement Specialist Consultant will perform the following duties: 

• Coordinate the preparation and updating of Project’s Annual Procurement Plan, detailing contract packages for works, goods and services, the estimated cost for each package, the procurement or selection methods and processing times till completion of each procurement activity in consultation with all  MC Technical Teams (TTs).
• Prepare General Procurement Notice (GPN) and submit to the World Bank’s review and no-objection; and subsequent publication on the United Nations Development Business (UNDB) online.
• Lead and play a key role in the preparation of all procurement documents for the procurement of goods, works, non-consulting and consulting services.
• The candidate shall have a good working knowledge of the World Bank's STEP, and ensure that the STEP system is up to date and used in real time.
• Ensure only activities approved in the PPSD and AWP&B subsequently entered and approved through STEP procurement plan are processed under the project.
• Handle procurement communications with the Bank through the STEP system at all stages of the procurement process starting from planning to completion of each activity.
• Enter and upload all procurement documents and information in STEP at each stage of procurement process of each activity for both post review and prior review cases.
• Enter and upload contract completion evidence in STEP including copies of inspection, testing, delivery and acceptance documents at contract closing stages of each activity.

• Coordinate the drafting and Bank review of the Request for Expressions of Interest (REoI) for consulting/non consulting services, ensuring clear selection criteria and scope of services.
• Develop Prequalification Documents or Initial Selection Documents when required for complex goods, works, or non-consulting services, ensuring competitive fairness and transparency.
• Prepare and submit for Bank clearance the Specific Procurement Notice (SPN), ensuring timely and wide publication through UNDB Online and other appropriate platforms.
• Coordinate and ensure timely responses to clarifications sought by bidders or shortlisted consultants as may be required.
• Support bid/proposal openings in strict compliance with World Bank procedures (public opening or with a Probity Assurance Provider as applicable).
• Maintain detailed bid opening records and ensure prompt dissemination of opening minutes to all bidders and the World Bank.
• Facilitate the establishment and orientation of evaluation committees, ensuring all members understand World Bank evaluation protocols.
• Support the Supervision of the technical and financial evaluation processes, ensuring strict application of approved Evaluation Criteria and compliance with integrity, transparency, and fairness requirements.
• Provide secretarial services to Shortlisting, technical/financial evaluation and during contract negotiation meetings.
• Draft comprehensive Evaluation Reports and oversee submission to the World Bank for No-Objection prior to award recommendation. 

• Support the issuance of Notification of Intention to Award, Standstill Period observance, and final Contract Award Notice in compliance with World Bank guidelines.
• Ensure that signed contracts reflect the exact terms agreed in the procurement process and that no deviations are made without Bank No-Objection.
• Support contract mobilization, performance tracking, and reporting using Contract Management Plans as per Annex XI of the Procurement Regulations.
• Assist in timely payments to suppliers, contractors and consultants and also ensuring their contractual obligations such as payment guarantees, Insurance premiums and performance Bonds.
• Establish and maintain procedures for the receiving, inspecting, testing and acceptance of goods.
• Continuously assess procurement risks and implement mitigation measures in line with the PPSD and Bank Procurement Oversight Framework.
• Maintain an updated Procurement Risk Register, ensuring proactive monitoring and reporting of emerging risks.
• Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files and copies are uploaded in STEPas required.
• Ensure that all procurement files (electronic and physical) are complete, up-to-date, and audit-ready as per Bank requirements.
• Facilitate Post-Review processes and cooperate with Independent Procurement Reviews or external audits as required.
• Provide on-the-job training and mentorship to THABAT AF team members, especially procurement staff, on World Bank procurement processes and documentation.
• Serve as the primary liaison with the World Bank Procurement Task Team, facilitating clear and timely communication on procurement matters, including addressing procurement-related complaints.

1. Performance Criteria

The following performance criteria will be used to assess the performance of the Procurement Specialist Consultant annually and based upon these assessments the contract with the Project may be continued or terminated: 

• Quality and timeliness of procurement plans
• Quality of documentation submitted for prior review
• Quality of procurement filing
• Quality of documentation submitted during post reviews
• Quality and timeliness of required reports
• Quality and timeliness of STEP uploads

1. Reporting Requirements

The Project Procurement Specialist Consultant will be directly reporting to the Chief of Party and will be working closely with the Procurement manager, Operations Manager, Finance Manager, Internal Auditor Procurement and Program teams including Project leads for Component 1 and 2.

The following are some of the required reports the Consultant will be expected to prepare:

• Project Annual Procurement Plan and periodic updates of the same.
• 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.
• Procurement Documents and Reports (Bidding documents, Request for Proposals, Evaluation Reports, Draft Contracts, etc)
• Monthly, Quarterly, Semi-Annual and Annual procurement reports as inputs into the Project Management Reports (within 2 weeks from the end of the review period) and, in addition, will prepare procurement plan implementation status reports during support missions.
• Monthly time sheets to identify time spent.

1. Key Qualifications and Experience

The candidate should meet the following minimum qualifications:

• Master’s degree in Procurement and Supply Chain Management or any other relevant disciplines such as Accounting, Marketing Management, Engineering, Economics, Business Administration, Management.
• A professional qualification in procurement from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS) will be an added advantage.
• A minimum of eight (8) years of post-qualification experience in procurement and contract management in the public sector and at least five (5) years’ work experience in World Bank funded Projects managing procurement portfolios over $20 million;
• Experience in the competitive procurement of Works, Goods and Non consulting and consulting services, including preparation of tendering documents. 
• Proficiency in English (written and spoken) is mandatory; Knowledge of Arabic language will be an added advantage.
• The candidate should be able to work well within the MC project implementation team and with other work groups, to foster and build productive relationships and to respond to the daily needs, queries and needs for advice and assistance.
• Expertise in drafting and reviewing procurement documentation, including Expressions of Interest (REoI), Prequalification Documents, Request for Bids (RFB), Request for Proposals (RFP), and Evaluation Reports
• Proficiency in MS Office applications (Excel, Word, SharePoint)
• The candidate must have the highest levels of personal integrity, and a reputation for a transparent and systematic work style; and
• The candidate must be able to work under pressure in order to meet demanding deadlines.

SAFEGUARDING RESPONSIBILITIES 

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options. 

1. Duration of the Assignment

The Procurement Specialist Consultant shall be recruited for a period of 1 year with a possibility of extension subject to satisfactory performance, need and availability of funding.

1. Remuneration and Other Benefits 

A competitive salary package will be negotiated based on qualifications, knowledge and experience

1. Facilities to be provided by the Client

The following shall be provided by MC: office space, furniture, and office equipment, communication, and internet facilities. For all field related assignments, the Project shall provide transport and costs and other expenses (per diems etc.) related to the field work. 

1. Location of Employment

The Procurement Specialist Consultant will be Remote but would be required to travel regularly to other relevant sites where the Project is implementing its activities

12.Selection

The Procurement Specialist Consultant will be selected on the basis of the approved methods of selecting individual consultants in accordance with the World Bank’s “Procurement Regulations for IPF Borrowers” (Procurement Regulations) dated September 2025, and the “Guidelines on Preventing and Combating Fraud and Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants”, dated October 15, 2006 and revised in January 2011 and as of July 1, 2016, and other provisions stipulated in the Financing Agreements.