shortlist of firms/consultants, participate and assist the PMU and respective evaluation committee in the bid evaluation and selection process for consultants and preparation of evaluation report and contract award recommendation, on the draft correspondence with bidders/consultants, draft procurement related correspondence between the PMU and the Bank. S/he will ensure that each procurement activity is carried out in compliance with the credit agreement and in accordance with the World Bank’s Procurement Regulations for IPF Borrowers: Goods, Works, Non-Consulting Services and Consulting Services (the Procurement Regulations), issued in July 2016, and revised November 2017 and August 2018. The Procurement Specialist, along with Project Coordinator will use the online tool STEP (Systematic Tracking of Exchanges in Procurement) for all procurement transactions.

- III. Duties and responsibilities

The specific functions and responsibilities of the Procurement Specialist include, but are not limited to:

- • Management of all project procurement activities;
- • Update, elaborate and maintain the Procurement Plan in close collaboration with the Project Coordinator; Assist the PMU in revising/adjusting the Procurement Plan as needed during the life of the project and revise/update information through the STEP. Assist the PMU in maintaining respective procurement records (in hard copy and through STEP), including advertisements, bidding documents, correspondence with the Bank and with bidders, evaluation reports, draft contract/signed contracts, clearances form the World Bank, etc.;
- • Assist Project Coordinator in preparation of procurement documents (documents (Request for bid –RFB), Request for Quotation (RFQ), and Request for Proposal (RFP)) in accordance with the agreed Procurement Plan and in line with the Bank’s Procurement Regulations and standards documents as well as the timetable agreed with the World Bank;
- • Assist PMU to identify the appropriate selection method, preparation of RFP and procurement proceedings for selection of consulting services;
- • Advertisement inviting bids Specific Procurement Notice (SPN)/Request for Expression of Interest (REOI) in newspapers.
- • Review of the Technical Specifications and Terms of References prepared by Technical Experts or other PMU members and ensure consistency with the other sections of the bidding documents and request for proposal documents;
- • Assist the Project Coordinator for public bid opening, preparation of the minutes of the bid opening;
- • Assist in bid evaluation and provide training to bid evaluation committee members on the World Bank procurement procedures;
- • Assist the PMU and evaluation committee on evaluation of bids/quotations/proposals (with written clarifications if necessary) and preparation of the bids/quotations/proposal evaluation reports, with recommendation of award.
- • Assist the Project Coordinator to submit request for “no objection” for different phases of the selection process (such as Bidding documents, evaluation reports, draft contract, etc) of prior review contracts;
- • Assist the Project Coordinator in organizing negotiations with the selected consultants and finalizing contracts with the awarded contractors, suppliers etc;
- • Publish the contract award notification of unsuccessful bidders / consultants;
- • Assist Project Coordinator in checking and approving invoices to make sure that they are in accordance with the contract provisions (before submittal to accountant for payment);
- • Along with Project Coordinator, facilitate post-review and procurement audits on a random basis by the World Bank’s supervision missions;
- • Assist Project Coordinator and contract client/beneficiaries in settling disputes, if any, under contracts with contractors and follow up on shortages and defective supplies according to contract provisions;
- • Maintain proper records of all procurement documentation, and develop a procurement monitoring and reporting system according to the requirements of the World Bank (in hard copy and through STEP) and the Kosovo legislation;
- • Encourage and facilitate training of staff to enhance the experience and qualification of staff;
- • Along with Project coordinator, monitor and follow up the implementation of the procurement plan and submit monthly report (or as required) on actual status of contracts progress, and issues.
- IV. Reporting

The Procurement Specialist will report to the M4Y Project Coordinator & Project Director or a person, to whom these authorities delegated.