Position Title: Contracts and Procurement Adviser
ARF Classification: C3
Reports to: Senior Engineering Adviser
Duration: Long term until June 30, 2022 – likely extension, we are in the process of negotiating our contract extension
Project Location: Port Vila, Vanuatu
The Vanuatu Roads for Development Program Phase 2 (R4D2) is a A$24 million development program funded by the Australian Department of Foreign Affairs and Trade (DFAT) to support the Public Works Department (PWD) under the Ministry of Infrastructure and Public Utilities (MIPU). R4D2 commenced in June 2019 and will run to the end of June 2022, with an option to extend by two years, subject to DFAT approval. Adam Smith International (ASI) is the managing contractor for this program.
Its long‐term objective is that “People in Vanuatu benefit from a well‐maintained, affordable and integrated road network.” Contributing to this long‐term goal is the End of Program Outcome: “The Ministry of Infrastructure and Public Utilities / Public Works Department (MIPU/PWD) positively influence road funding outcomes and uses enhanced institutional capacity to manage the road network of Vanuatu more efficiently and effectively.”
Within the program are three key Streams of work, including:
- Stream A: Road Network Operations. Providing technical support, capacity building, innovation and conducting activities that enhance delivery of rural road maintenance and improvement works to increase sustainable year‐round rural access.
- Stream B: Enabling Sustainable Network Management by reducing the road sub‐sector funding gap, building stronger PWD network management competencies and systems and supporting reform and policy conditions.
- Stream C: Promoting Innovation, Resilience and Continuity. Supporting better prepared and executed development partner investments, high impact Australian Aid investments and greater resilience. The program works nationally, based in Port Vila and supporting the six Divisional offices of PWD across Vanuatu.
The objective of this assignment is to support PWD in the development of the procurement process and provide technical assistance and guidance to supporting the procurement process and administration of contracts. The selected Consultant is expected to play a key PWD institutional capacity building role by demonstrating a high level of expertise and professional integrity at all times.
The Contracts and Procurement Adviser shall provide:-
PWD Capacity Support
The Adviser shall work closely with their PWD counterparts and provide support with the following activities:
- Review the new GoV contract and procurement regulations and update the PWD procurement procedures, guidelines and templates in line with the revised regulations.
- Develop PWD’s Procurement Plan process and template for submission to Ministry of Finance and Economic Management (MFEM).
- Ensure timely preparation/updating, and submissions of the PWD Procurement Plan for review and approval of the MFEM.
- Review and provide technical inputs to tender documentation, invitation to tender and tender notices.
- Ensure procurements processed by PWD apply relevant donor and GoV requirements for safeguarding principles including Health and Safety, Environmental Management, Child Protection, Gender Equality, Disability and Social Inclusion.
- Provide advice during the bidding and selection process, including assisting in pre-bid meetings, providing clarifications, and participating in the opening of bids.
- Provide advice and training in tender evaluations, with a particular focus on value for money principles.
- Review and provide technical inputs on PWD submissions to the Central Tenders Board.
- Review and provide technical inputs on program submissions to DFAT.
- Provide guidance and advice in contract negotiations for goods, works and consultancies.
- Review and provide technical input with the preparation of tender documents, invitations to tender, tender notices and any other documents based on relevant procedures and regulations.
PWD Institutional Capacity Building
- Prepare and deliver Procurement and Contract Administration Training Plan for PWD counterparts.
- Provide capacity development and training to further develop the contracting industry within Vanuatu.
- Mentor PWD counterparts by sharing and transferring knowledge in procurement and contract administration.
- Prepare guidelines and related document templates aimed at strengthening the quality and effectiveness of pre-tender meetings, tender evaluation meetings, pre-mobilisation meetings and contractor performance evaluations.
- Develop guidelines and related document templates for multi-year road maintenance contracts.
- Assist PWD develop a panel contract for shipping services to allow easier movement of PWD materials and equipment between the islands.
- Participate in Contract monitoring and administration by ensuring that, in close liaison with the PWD Engineers and other Technical Departments, all procurement contracts are efficiently managed, monitored and timely completed in order to get the value for money.
- Support PWD with activities to monitor and track contracts being processed, identify constraints/challenges/issues especially deviations from agreed procurement schedules and seek to resolve issues in a timely manner in appropriate consultation with PWD Management.
PWD Procurement Quality Assurance and Oversight
- Ensure compliance with R4D2 Program and PWD Codes of Conduct and fraud detection and management procedures
- Report suspected potential or identified fraud and corruption or governance issues.
- Other duties as assigned by the Senior Engineering Adviser and/or the Team Leader.
The Contracts and Procurement Adviser will work closely with the PWD procurement unit (counterparts) and with other R4D2 advisers including other PWD units with the preparation and execution of the annual workplans. The adviser will provide key inputs into the procurement plan to ensure all projects are delivered in a timely manner and in accordance with the recently released GoV contract and procurement regulations. The new regulations were released in 2021 and have yet to be fully assimilated into PWD. The adviser will take lead role to review the regulations, update the manuals and provide the required training to applicable team members to enable smooth transition while maintaining Central Tenders Board (CTB) compliance requirements.
There are 11 major contracts (RFT’s) being funded through R4D2 for execution for 2022 and the Adviser will need to provide oversight and guidance to counterparts during the procurement process including the Tender Evaluation Committee (TEC). The Advisers role is key to the delivery of these R4D2/PWD planned activities and the position requires a dedicated and committed Adviser to ensure compliance and delivery.
- Main Counterparts – PWD Procurement Manager
- Secondary Counterparts – PWD Operations Manager and Procurement Officers
- Reports to, works with, and receives strategic direction and periodic performance feedback from the Senior Engineering Adviser; and
- Reports to the Australian High Commission Team when necessary and in coordination with the Team Leader.
Required Qualifications and Experience
- Relevant qualifications in procurement or other related field, ideally with a focus on engineering, transport infrastructure or roads
- Demonstrated experience in conducting public and private sector procurement activities;
- Demonstrated experience supporting procurement on infrastructure roads programs, ideally in the Pacific or similar settings;
- Demonstrated experience working within public sector agencies in the Pacific or similar settings;
- Demonstrated experience in developing procurement capacity of government agencies and staff, ideally in the Pacific or similar setting;
- Demonstrated commitment and capacity to undertake activities in a participative, culturally sensitive and consultative manner that enables counterparts to actively participate and develop an understanding and ownership;
- Understanding of and commitment to DFAT safeguard issues, specifically child protection, gender mainstreaming and disability inclusion; and
- Excellent stakeholder engagement, communication, and relationship management skills.
The following skills could be an advantage:-
- Experience in Roads and Transport sectors
- Bislama language skills
- Experience working on Australian Aid-funded projects
Adam Smith International values a diverse workforce and encourages applications from candidates of all background, including Aboriginal and Torres Strait Islander advisers as well as Ni-van and regional advisers.
Please submit your application before 16 of December 11:59pm AEST to: Recruitment (r4d2) Recruitment@r4d2.com. Please use the following title: Contracts and Procurement Adviser.
Applications should include two pages cover letter addressing the job specifications and required qualifications and experience, a CV of no more than four pages and two professional referees.
APPLICATIONS SUBMITTED BY A THIRD PART WILL NOT BE CONSIDERED.