PROCUREMENT MANAGEMENT TRAINING

TERMS OF REFERENCE (TOR) FOR CONDUCTING TRAINING ON PROCUREMENT MANAGEMENT

Background

The Independent Medical Legal Unit (IMLU) is a governance, health, and human rights non- governmental organization with a vision of having A Society free from Torture and Related Violations. Our work is fostered by a holistic approach that includes litigation, medical and psycho-social rehabilitation, socio-economic empowerment, oversight of government compliance with human rights obligations, and advocacy of political, legal, and institutional reforms that promote accountability, healing, and justice.

Over the last three decades, the organization has supported more than 6,000 victims of torture, and cruel, degrading, and inhumane treatments. We have a national presence of over 300 professionals; doctors, trauma counsellors, lawyers, human rights monitors, and journalists.

Introduction

IMLU acknowledges that it is not completely self-sufficient, at one moment or another it will require goods, services or works to be delivered and/or partnerships to take place in order for it to keep functioning correctly. Our basic procurement objective is to secure the most appropriate materials, supplies, equipment and services from the most reasonable and responsible sources, consistent with quality requirements and delivery needs as will best promote the interests of the institution and obtain the value it requires for its optimal operation.

Hence, this procurement management training aims to enhance performance and efficiency by increasing the knowledge and skills of the staff in managing the procurement function. Participants will understand the elements of procurement within the wider discipline of supply chain management.

Scope of Work

The primary responsibility for procurement rests with procurement committee to comply with the set policies and adhere to general principles such as making reasonable efforts to ensure service providers are aware, adhering to a defined process, and collecting appropriate documentation. The consultant/ consultancy firm will be expected to conduct a procurement management training to 19 staff, with emphasis on strategic procurement, planning, tendering process, contract management, cost management, e-procurement, risk management, ethics & conflicts in procurement among others.et. The consultant(s) will be expected to conduct a pre and post training assessment to gauge the level of understanding of the staff on procurement management and do a write up with recommendations for consideration including but not limited to key principles of value for money, cost efficiency and prudent procurement process.

Intended Outcome

The intended outcome of the consultancy is to ensure that:

• The capacity of IMLU’s staff is strengthened on procurement matters in relation to donor requirements.

The following are key training areas:

• Develop annual procurement plans extracted from their annual budgets so as to ensure coordinated implementation which complies with donor requirements and IMLU’s finance policy manual.
• Share knowledge of the relevant government policies, proclamations, and regulations regarding supplies, procurement, importation, tax related issues to ensure IMLU remains compliant, fully and continuously.
• Procurement methods and strategies and contract administration issues in line with donor requirements to embrace accountability of IMLU policy and procedures.
• Key procurement tenets – value for money, cost efficiency, cost management, fairness, integrity and transparency / do-no-harm.
• Supplier pre-qualification; calls for tender; requests for proposals and quotations, evaluation of supplier performance
• Contract management: mutual contractual responsibilities and liabilities; specification for goods and service delivery levels; terms of payments; delivery locations and timelines; warranties and after-sale services etc
• Web-based procurement workflow systems
• Developing on-line tools for staff reference on procurement/service charter
• Asset disposal process and best practise

Timelines

The trainer/facilitator will have to provide IMLU with a training plan for implementing the training that will articulate the overall requirements of the ToR including proposed methodology and work plan.

Qualifications

The consultant should meet the following minimum requirements:

• Bachelor’s Degree + 3 years’ consultancy experience or Master’s Degree + 1 years’ experience in Procurement, Logistics, Business Administration and Finance.
• Membership of a professional body such as KISM, CIPS
• Demonstrated working knowledge of donor funded procurement and contract procedures
• Demonstrated understanding of public procurement legislation, regulations, and procedures

Submission of Bids

IMLU invites interested individuals and firms (consultancy) to submit the following documents (Not exceeding 6 pages).

• Expression of interest (EoI) outlining how the trainer/facilitator meets the selection criteria and their understanding of the ToR.
• A summarized description of the scope of work and the intended methodology to be used as well as a tentative work plan including activities and time frames.
• Curriculum vitae (CV) outlining relevant qualifications and experience
• At least two references for similar work done in the last three years
• Itemized financial proposal (Annex).