Procurement Specialist for Joint IsDB/ ISFD/ GPE Smart-ED Project

Terms of Reference for Procurement Specialist

1. Background

The Republic of Uzbekistan has secured financing from the GPE-ACG SmartEd Initiative of the Islamic Development Bank and Global Partnership for Education for the Joint IsDB/ISFD/GPE Smart-ED Project. The project aims to improve the quality and efficiency of education services in Uzbekistan over a 60-month duration. It focuses on enhancing the learning environment, strengthening the education system, and implementing an inclusive competency-based education system to improve student outcomes. The project includes components on access to inclusive education, quality improvement in general and preschool education, project management, financial auditing, and emergency response.

A dedicated full-time Project Implementation Group (PMU) will be established within the Ministry of Preschool and School Education of the Republic of Uzbekistan (hereinafter called “Executing Agency”) to ensure efficient management and implementation of the Project within its approved scope/ timeline. The Executing Agency is recruiting a Procurement Specialist who will function under the overall supervision of the Head of PMU.

2. Objectives of the Assignment

The Procurement Specialist will be responsible for managing the procurement process, ensuring compliance with IsDB’s Procurement Guidelines (April 2019 edition, revised February 2023), and national regulations. The role aims to facilitate the efficient and transparent procurement of goods, works, and services required for the project.

3. Scope of Work

The Procurement Specialist’s responsibilities include but are not limited to:

Procurement Planning

• Plan and coordinate procurement activities under the project as per approved Project Procurement plan;
• Prepare and regularly update procurement plan;
• Develop and update the procurement section of the Project Operational Manual, as required;

Bidding and Contract Management

• Prepare Special Procurement Notices (SPNs), Requests for Expression of Interest (REOIs), contract award notices and publish them through local media and websites.
• Arrange advertising contracting opportunities and assistance in inviting bids
• Ensure due procurement governance process through registering and addressing complaints related to the procurement process; ensuring that the implementing agency personnel involved in the procurement process do not have a conflict of interest.

• Coordinate the bids opening meetings, prepare the minutes of the bids opening and collect the signatures of the members of the bids evaluation committee based on the standard evaluation form of the IsDB;
• Prepare procurement documents, evaluation reports, contracts and communications related to procurement processes.
• Ensure transparent and competitive procurement practices in all activities.
• Assist the IsDB in conducting ex-post reviews of procurements that are not subject to prior review;
• Monitor and manage the progress of the execution of signed contracts. Verify payment documents under contracts for the supply of goods, works and services;
• Support the MOPSE in acceptance of the goods, customs clearance, and secure delivery to the appropriate final destinations.
• Maintain adequate procurement filing system (both hard copy and electronic copy)
• Submission of regular reports on procurement activities to the relevant government agencies of Uzbekistan and the IsDB;

Compliance and Reporting

• Ensure adherence to IsDB’s Procurement Guidelines and national procurement laws.
• Prepare procurement progress reports and maintain accurate procurement records.
• Address audit queries related to procurement and implement corrective actions as necessary.

Stakeholder Coordination

• Liaise with IsDB, MoPSE, and other stakeholders to ensure alignment with IsDB and national procurement policies and practices.
• Provide guidance and training to project staff and stakeholders on procurement processes.
• Support MoPSE staff, Project team and Evaluation Committee members in understanding the IsDB procurement rules and procedures; advice those on appropriate areas related to procurement and contract management.

Risk Management

• Identify and mitigate risks associated with procurement activities.
• Ensure ethical standards and conflict of interest policies are upheld.

4. Deliverables

The Procurement Specialist is expected to deliver the following:

• Updated (based on approved project needs) and approved Project Procurement Plan (PPP).
• Procurement documents, including bid evaluation reports and contracts.
• Quarterly procurement progress reports.
• Comprehensive procurement records for all activities.
• Responses to audit queries and compliance reports.

Essential Skills, Experience and Qualifications

• Higher education in business administration, law, economics and other relevant fields (civil engineering, industrial management, business administration, finance);
• At least 5 years of work experience in procurement of goods, works and services under the international development organizations’ procurement procedures;
• Has received training on international procurement procedures, including IDB procedures in procurement of goods and works and selection of consultants;
• Knowledge of the public procurement law;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages; Proficiency in procurement and contract management software.
• Experience in the use of the Bank’s online procurement planning and tracking tool;
• Fluency in English and Uzbek; Knowledge of Russian languages is an advantage.
• Two reference letters from the most recent employers
• Strong organizational, analytical, and negotiation skills.

Contractual conditions

• The duration of the contract will be 12 (twelve) months starting from the contract signing date and renewable annually based on the Procurement Consultant’s performance and project needs.
• Procurement Consultant is expected to work full time (office hours).
• Wages will be paid monthly in accordance with the salary scale agreed between the IsDB, Ministry of Preschool and School Education and Ministry Economy and Finance.
• The position may require travel to project sites within Uzbekistan. Travel expenses such as daily allowance, accommodation, etc. will be reimbursed in accordance with the relevant procedures.
• The place of work of the Procurement Specialist - Tashkent city.

6. Duration and Reporting

• Duration: 12 months, renewable based on performance and project needs.
• Probation Period: Three months.
• Reporting: Reports directly to the PMU Coordinator and collaborates closely with MoPSE and IsDB.

7. Guidelines and Compliance

The Procurement Specialist will operate under the following guidelines:

• Terms of the IsDB financing agreement.
• IsDB’s Guidelines for the Procurement of Consultant Services and Goods, Works, and Non-Consulting Services under IsDB Project Financing (April 2019 edition, revised February 2023).
• Relevant national procurement and contract management regulations.