Request for Expressions of Interest (Consulting Services)

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  • Zambia
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Website Ministry of Agriculture

REPUBLIC OF ZAMBIA

Ministry of Agriculture

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES)

PROGRAMME FOR INTEGRATED DEVELOPMENT AND CLIMATE CHANGE IN THE ZAMBEZI BASIN – ZAMBIA (PIDACC-ZAMBEZI)

Country: Zambia

Name of Project: PIDACC

Loan No: 2100150043498

Project identification no: Z1-C00-075 ADF

The Government of the Republic of Zambia has received a loan from the African   Development Fund (ADF) to finance the Zambia Project – Multinational Programme for Integrated Development and Adaptation to Climate Change in the Zambezi River Basin (PIDACC Zambezi).

The Principal Objective of this project is to “build strong communities that are resilient to climatic and economic shocks in the Zambezi Watercourse, through promoting inclusive and transformative investments, job-creation and ecosystem-based solutions.”

The Project includes the following components:

Component 1: Component 1 – Building Communities’ Resilience to Climate Change,

Component 2: Strengthening Integrated Natural Resources Management

Component 3: Supporting Adaptive Capacity and Institutional Capacity

To ensure effective implementation of projects activities, the following positions for Project Implementation Unit (PIU) staff are to be filled by qualified nationals.

1. PROJECT COORDINATOR (PC)

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)

Nature of Job: Full time at the PIU

Reporting: Director of Agriculture – Ministry of Agriculture

Terms of Reference

The Project Coordinator (PC) will head the Project Coordination Unit (PCU) located within the Ministry of Agriculture (MoA). S/He would be responsible for planning, administering and coordinating the activities of the PIU. S/He would ensure that the project is implemented in accordance with the Financing Agreement of AfDB and the Project Implementation Manual (PIM), and in compliance with AfDB and Government guidelines and procedures. S/He will have overall responsibility of harmonious coordination of all implementation of the various components of the Project by the different stakeholders in all participating Districts including other public sector, private sector, relevant NGOs and community partners.

Specific Terms of Reference

Ensure that the provisions of the Financing Agreements are judiciously adhered to and guided by the details in the Project Appraisal Report (including the Technical Annexes) as a reference point in the process of implementation.

a) Ensure that relevant Government and AfDB policies, manuals, guidelines and procedures are properly adhered to in the process of Project implementation.

b) Prepare timely Project’s Annual Work Plan and Budget (AWP&B). Facilitate preparation of AWP&B by participating Districts.

c) Supervise and coordinate the activities and functions of core PIU staff.

d) Ensure that the Financing Agreements’ covenants are met.

e) Direct the review and update the Procurement Plan, together with the Procurement Specialist, for works, goods and services including examining bid documents and consultants’ ToRs in line with the Bank’s procurement rules and procedures.

f) Liaise with the MoA and the other partners at National, Provincial and District levels directly and through the different offices of the PIU to ensure that proper implementation of the Project including timely financial, physical and impact reporting to MoA.

g) Closely and regularly liaising with the AfDB Task Team, including:

  • Submit request for procurement of works, goods and services to the AfDB for “No Objection”.
  • Ensure that the loan and grant disbursement requests are submitted to AfDB in a timely manner and in accordance to the Financing Agreement.
  • Ensure the preparation and submission to the AfDB financial and physical progress reports as per the Financial Agreement.
  • Coordinate and facilitate Project annual review meetings (No later than one month prior to each annual review meeting, send a detailed progress report to the AfDB and MoA for their review/comments).
  • Facilitate the Mid-Term Review (MTR) and no later than six weeks prior to the MTR furnish to the AfDB and the Government a progress report describing the status of the implementation of each Project component.
  • Facilitate production of the Project Completion Report (PCR).

h) Ensure that Designated Account(s) are opened following the laid down AfDB and Government procedures. Submit requests to the AfDB to disburse funds the authorized allocations into the Designated Account(s).

i) Facilitate the processing of disbursement requests from Designated Accounts and authorize payments by the Bank as when and necessary.

j) Ensure annual Audits of the Project accounts are being undertaken by Auditors and facilitate submission of the Audit Reports to the Bank, within six months after the end of each financial year.

k) Ensure the conduct a training needs assessment for all the components under the project.

l) Carry out information and sensitization programs on the project components.

m) Enhance the capacity of the staff at district level and local communities in various activities of the project.

n) Follow up on environmental and social impact mitigation measures.

o) Monitor and follow-up all training sessions under the project.

p) Ensure that the implementation of the various activities as stated in PAR;

q) Resolve technical and implementation issues pertaining to natural resources management, agriculture and water resources.

r) Provides oversight and monitoring of field activities and ensures that these activities are coordinated with, complimentary to, and supportive of other donors and government projects and or programs.

s) Coordinate the preparation and submission to the PSC quarterly Project Progress Reports which will include summary of activities undertaken as per the AWP&B.

t) Follow up various implementation issues by regularly conducting monitoring visits to the project sites at Provinces and Districts;

u) Undertake any other duties, related to the Project that may be assigned by MoA

Qualifications and experience

  • The candidate will have a minimum of MSc degree in rural development, economics, agriculture, natural resource, forestry, livestock, fisheries or related field.
  • Minimum of 10 years of proven experience in the management position and management of development Projects.
  • Experience with donor-funded projects will be an added advantage.
  • Ability to use the Microsoft Office standard software (Word, Excel and Power Point).
  • Excellent interpersonal skills and ability to interact effectively with colleagues from diverse disciplines.
  • Strong organizing, work planning and scheduling skills.
  • Excellent communication and presentation skills, both oral and written English.

2. PROCUREMENT SPECIALIST

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)

Nature of Job: Full time at the PIU

Reporting: Project Coordinator (PIU)

Terms of Reference

The Procurement Specialist will be responsible for the planning, supervising and coordinating procurement activities for works, goods and services according to the Procurement Plan.

Specific Terms of Reference

Under the supervision of the Project Coordinator, the Procurement Specialist will be responsible for the following:

a) Initiate procurement requirements by different stakeholders of the Project in line with the provisions of the Project Appraisal Report (PAR).

b) Prepare Procurement Plans and updates in consultation with the concerned stakeholders.

c) Develop institutional systems and procedures and give advice to implementing entities to ensure that procurement complies with AfDB and Government guidelines, rules and procedures as applicable.

d) Develop/update the procurement manual as necessary and ensure participating staff are aware of its provisions.

e) Keep up to date database with domestic/local and international market trends and costs for works, goods and services.

f) Take the lead in the pre-contract activities including facilitating preparation of bidding documents and requests for proposals in consultation with MoA using AfDB Standard Bidding Documents as applicable and take the lead in ensuring compliance and approval requirements of the AfDB and the Government in the procurement.

g) Take the lead and guide the PIU/ MoA, Provincial and District offices in negotiating as applicable and in finalizing and signing Purchase Orders or contracts with works contractors, suppliers or consultants.

h) Work jointly with Finance and Administration sub-units on procurement issues.

i) Receive and secure Bid Bonds, performance and advance payment guarantees and track their validity, seek extensions as needed and ensure timely release.

j) Working with the assigned Financial Management Staff and follow-up on all necessary process of securing Letters of Credit, shipping documents and clearance of goods etc.

k) Establish Procurement Tracking System and monitor implementation of projects procurement activities including dispatch of procurement documents, short-landings, damaged and necessary arrangements for insurance.

l) Guide/support the Project Manager assigned for each contract and ensure that there are effective contract management systems in place for timely execution of contract and that all payments are in line with contract provision.

m) Prepare Periodic Status Reports on the procurement of works, goods and services under the project for submission to MoA and AfDB.

n) Conduct procurement and contract management training for participating staff.

o) Maintain an updated contracts register.

p) Undertake any other duties, related to the Project procurement that may be assigned by the Project Coordinator.

Qualifications and Experience

  • A minimum of Bachelor’s Degree in Procurement and Supply Chain Management, Business Management, Engineering, Law or closely related field. A Graduate Diploma in Procurement and Supply Management or its equivalent from recognized institutions (such as the Chartered Institute of Purchasing and Supply (CIPS) is a requirement if first Degree is not in Procurement or Supply Chain Management
  • A minimum of Eight (8) years of post-qualification experience in procurement and contract management with at least five (5) years’ work experience in management of procurements under donor funded projects such as those funded by the African Development Bank or other Multilateral Development Banks with a similar procurement framework. Working knowledge of the Government of Zambia Public Procurement procedures will be an added advantage.
  • Good computer skills and proficiency in the use of Microsoft Office (Excel, Word and PowerPoint, etc.) Excellent interpersonal skills and ability to interact effectively with colleagues from diverse disciplines.
  • Strong reporting, work planning and scheduling skills.
  • Excellent communication and presentation skills, both oral and written English.

3. SOCIO-ECONOMIST/GENDER SPECIALIST

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)

Nature of Job: Full time at the PIU

Reporting: Project Coordinator (PIU)

Terms of Reference

The Socio Economist/Gender Specialist will be responsible for the overall management of mainstreaming gender and socio-economic issues into the activities of the Project and will work closely with other PIU members and relevant officials of MoA.

Specific Terms of Reference

a) Develop socio-economic and gender strategy in line with the project’s design and in consultations with the relevant stakeholders;

b) Develop an action plan to mainstream socio-economic and gender issues in the three components of the project;

c) Provide technical support and developing guidelines and tools to assist experts in addressing social and gender issues in the different intervention; and

d) Develop a gender-responsive M&E framework and indicators for monitoring for the project implementation.

e) Facilitate the integration of the social and gender concerns in the design and the constructions of the social infrastructure facilities;

f) Identify in consultation with the beneficiaries’ high socio-economic impact alternative livelihood activities;

g) Organize communities/beneficiaries to assess the appropriate alternative livelihood solution taken into account the challenges hindering full participation by some members of the communities;

h) Establishment criteria for selection, facilitation access of the beneficiaries to the funds for the alternative livelihood;

i) Help in conducting training need assessment and in designing training packages for alternative livelihood;

j) Help in establishing a gender sensitive skill training centre that cater for women and youth’s training needs;

k) Graduates placement scheme, engage with the senior management of the PIU to include the social and the gender concerns to increase the skills base of youth;

l)  Review and provide guidance for the Radio IC materials;

m)    Organize ‘community discussions groups’ around Radio Programs;

n)      Identify actions to ensure that gender equitable measures are integrated within the project institutional mechanisms and skills and capacities of local actors, e.g. Community Resource Boards, Village Development Committees.

o) Conduct periodical socio-economic assessment starting by the current situation, midpoint of implementation and propose any changes/modification that deem necessary.

p) Assist the Monitoring and Evaluation Expert to develop a social and gender-responsive MIS system which can provide and report on the beneficiaries in gender disaggregated data. This includes integrating gender demission into the baseline survey for the start of the project, reflecting gender issues in the regular reports, quarterly and annual reports.

q) Outline and propose work plan of all social and gender concerns of the projects, including the activities already identified and any activities that emerge during implementation.

Qualification and Experience:

  • First University Degree in Social Sciences or Sociology; additional training in gender is an advantage;
  • At last 5 years of experience in social development work including: a) Social mobilization; b) Participatory approach for ownership and sustainability; c) Training assessment and development of training packages; d) Low income context within the context of natural resources; e) Social survey techniques and the interpretation of social data; f) Gender mainstreaming.
  • At least 3 years in bilateral or multilateral donor-funded programmes, working with multi-disciplinary teams (including technical expects such as fishers, forester, and agriculture experts).
  • Familiarity with development partner frameworks for results monitoring. Experience with AfDB is an advantage.
  • Computer literate with demonstrable proficiency in Microsoft Word, Excel, Project and Access, or equivalent and have the ability to develop, install and manage databases
  • Excellent writing, presentation and interpersonal skills.
  • Excellent analytical skills and ability to effectively communicate with a broad range of audiences.

4. MONITORING & EVALUATION OFFICER

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)

Nature of Job: Full time at the PIU

Reporting: Project Coordinator (PIU)

Terms of Reference

a) The M & E Officer shall keep the implementation records of the Project activities providing the feedback on the implementation level, following up on the key performance indicators as spelt out in the Project Results Framework.

b) He/she will coordinate the annual work program and ensure the compliance with implementation in conjunction with the Project Coordinator and the PCU team.

Specific Terms of Reference:

c) Establishment and Maintenance of the project MIS and M&E systems;

d) Undertaking systematic analysis of data collected through the M&E system so as to generate lessons learnt, highlight key issues and bring them to the attention of project management.

e) Defining the need for specific studies and overseeing design and execution;

f) Strategic planning and defining/reviewing of direction and content of Project activities to ensure compatibility with Project approach and guidelines;

g) Contribute to preparing the Project Annual Work Plan and Budget based on proposals submitted by the implementing agencies;

h) Take the lead in initiating and supervising the conduct of baseline studies, mid-term review, beneficiary impact assessment and project completion reporting.

i) Maintenance of the management information and monitoring and evaluation systems;

j) Undertaking systematic analysis of the monitoring data to generate lessons learnt and key issues and bring these to the attention of the Project management;

k) Facilitate project supervision missions and preparation of briefs and reports required.

l) Ensure that the Projects data fits into national data and statistics.

m) Ensure project visibility through media briefs and success stories.

Qualifications

  • A Bachelor’s degree in Agricultural Economics, Development economics, Project Planning, Statistics, Rural Development or any relevant subject.
  • At least 5years post-graduation experience working on Monitoring activities.
  • Experience with Projects supported by Development agencies would be an advantage.
  • Familiarity with development partner results frameworks and experience with AfDB.
  • Computer literate with demonstrable proficiency in Microsoft Word, Excel, Project and Access, or equivalent and have the ability to develop, install and manage databases.
  • Excellent writing, presentation and interpersonal skills.
  • Excellent analytical skills and ability to effectively communicate.

5. PROJECT ACCOUNTANT

Period: Five (5) years (1 Year, Renewable, Performance Based Contract)

Nature of Job: Full time at the PIU

Reporting: Project Coordinator (PIU)

Terms of Reference

The Project Accountant will be responsible for the overall management of the project financial transactions and will work closely with MoA Finance Monitoring Unit (FMU).

a) Assist the Project Coordinator to develop the Project AWP&B.

b) Monitor the execution of the annual budget while ensuring that funds to cover expenditures are properly allocated and used in line with the PAR, Disbursement Letter and Handbook.

c) Ensure timely and accurate payment of expenses after receiving proper approvals.

d) Prepare and file disbursement applications in compliance with the AfDB, disbursement procedures and processes.

e) Maintain up-to-date accounting records for the Project including asset registers.

f) Perform regular bank account reconciliations, taking appropriate action to correct discrepancies between the Project and Bank records.

g) Manage and control all cash and banking transactions including reports.

h) Ensure timely reporting and feedback on financial transactions related to the Project.

i)        Prepare quarterly financial reports as annexed to the quarterly progress report.

j) Prepare financial statements, for the Project that comply with AfDB requirements.

k) Coordinate with the internal and external auditors to ensure proper and timely reports.

l) Ensure that annual Audits of the Project accounts are being undertaken by Auditors and facilitate submission of the Audit Reports to the Bank in consultation with the PC, within six months after the end of each financial year.

m) Ensure that recommendations by Bank missions, internal and external Auditors are timely and properly implemented.

n) Undertake any project accounting duties, as assigned by the Project Coordinator.

Education and Experience

  • Bachelor’s Degree (BSc) or Advanced Diploma in Accounting or its equivalent from an accredited University or Institution. A Holder of Master’s Degree (MSc) in a related field or, ACCA, ACMA, CPA, CA certification will have an added advantage.
  • Minimum of five (5) years post qualification experience in accounting and or auditing, preferably in the public sector.
  • Ability to prepare financial statements in accordance with International Accounting Standards (or equivalent), AfDB and other Development Partners reporting requirements.
  • Ability to use recognized accounting software, knowledge of Pastel is added advantage.
  • Ability to use the Microsoft Office standard software (Word, Excel and Power Point).
  • Strong organizing, work planning and scheduling skills.
  • Excellent communication and presentation skills, both oral and written English.
  • Detailed understanding of International Accounting Standards (or equivalent), knowledge of AfDB or other Development Partners financial management rules accounting procedures will be an added advantage.

The Ministry of Agriculture now invites applications from suitable consultants for the above listed positions under PIDACC-ZAMBEZI project. Eligibility criteria, establishment of the short-list and the selection procedure shall be in accordance with the Procurement Policy and Methodology for Bank Group Funded Operations, dated October 2015, which is available on the Bank’s website at www.afdb.org. The PIU will be based in Lusaka.

Interested consultants may obtain further information at the address below during office hours.

Head – Procurement and Supplies Unit

Ministry of Agriculture

Mulungushi House, Independence Avenue

Po Box 50197, Lusaka, Zambia

[email protected]

+260971938246

Expressions of Interest must be clearly labelled with the position applied for ending with letters PIDACC- ZAMBEZI and deposited in the Tender Box on the Ground Floor, Room G3 at the address below by Tuesday, 13th February, 2024 at 10:00hours. Faxed applications will not be accepted.

The Applications should be addressed to:

The Permanent Secretary-Administration,

Ministry of Agriculture

Mulungushi House, Independence Avenue

Po Box 50197, Lusaka, Zambia

Tel: +260-211-254546


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