Terms of Reference (ToR) for Hiring a Procurement Consultant Consultancy

Proposed Terms of Reference (ToR) for Hiring a Procurement Consultant

Project Title: You Are Not Alone – Prevention and Treatment of Visual Impairment, Neuromotor, and Mental Health Project
Consultant Role: Procurement Consultant
Partner Organization: CoRSU Rehabilitation Hospital and St. Joseph’s Hospital Kitgum

1. Background

CBM is an international Christian development organisation, committed to improving the quality of life of persons with disabilities in the poorest countries of the world. Our vision is “an inclusive world in which all persons with disabilities enjoy their human rights and achieve their full potential”. Based on our Christian values and over 100 years of professional expertise, CBM address poverty as a cause, and a consequence, of disability, and works in partnership to create an inclusive society for all. CBM has been working with partners in Uganda for decades, working across the country to prevent avoidable blindness, improve health and help people with disabilities go to school, earn a living, access health care/rehabilitation and secure respect in their communities. CBM currently supports Inclusive Eye Health (IEH) and Community Based Inclusive Development (CBID) in Uganda.

The “You Are Not Alone” project is a multi-faceted initiative aimed at preventing and treating visual impairment, neuromotor disabilities, and mental health challenges, particularly in underserved populations. The project is being implemented by CoRSU Hospital and St. Joseph’s Hospital Kitgum, in collaboration with CBM and other stakeholders.

Given the complexity of the project, including the procurement of specialized medical and rehabilitation equipment, consumables and medicines, a Procurement Consultant is required to ensure that all procurement activities are efficient, transparent, and compliant with relevant donor regulations and organizational standards.

The project is funded by the Italian Agency for International Cooperation (AICS).
The Donor applies the 2021.1 PRAG-EU procedures for procurement (PRAG-EU 2021.1).

2. Objective

The primary objective of the consultancy is to support the project partners in optimizing their procurement processes for the “You Are Not Alone” project. The consultant will ensure that the procurement processes align with the PRAG-EU procedures, Uganda PPDA, CBM’s guidelines and best practices and partner’s policies while also meeting the needs of the project.

3. Scope of Work

The Procurement Consultant will be responsible for the following tasks:

1. Analyse Donor’s procedures and the approved Partners’ Procurement Plans
   • Study closely the procurement plans approved by the Donor for each partner for the “You Are Not Alone” project, their current statuses, development and application.
   • Supports the partners for the pending procurements at any stage, ensuring compliance with Donor’s procurement procedures and project objectives
   • Refresh the partners and CBM on:
     • Donor’s approved procurement plans and their current statuses
     • Donor’s rules for the allocation, management and use of project funds.
     • Donor’s compliance rules on procurement
2. Supports the partners and CBM during the whole tendering process, from bid documentation drafting to contract signing and reporting:
   • Prepare clear and transparent tender documentation, including technical specifications, terms and conditions, and evaluation criteria, where applicable. Ensure that the documentation is compliant with donor requirements based on PRAG-EU, St. Joseph’s Hospital Kitgum and CoRSU’s internal policies, Uganda PPDA and encourages competition, fairness, and transparency.
   • Assist the CBM staff and whole project team in managing the procurement process, including preparing requests for proposals (RFPs) or requests for quotations (RFQs), ensuring proper advertisement of tenders to ensure adequate supplier participation and managing pre-bid meetings and addressing queries from potential suppliers.
   • Lead the evaluation process of bids, ensuring that selection criteria are strictly adhered to.
   • Provide technical advice on the selection of suppliers based on the tendering criteria, cost and sustainability considerations.
   • Ensure the development of contracts that are clear, comprehensive, and compliant with Donor’s, legal and regulatory requirements.
   • Ensure that procurement activities comply with donor regulations (PRAG-EU guidelines) Uganda PPDA,CBM’s and partners’ procurement policies.
   • Establish a system for monitoring procurement performance, ensuring that goods and services are delivered on time and within budget.
   • Provide monthly progress reports on procurement activities, highlighting any issues and proposing corrective actions where necessary.
   • Ensure that all procurement documents (e.g., contracts, invoices, bid evaluation reports) are compliant, properly archived and easily accessible for future audits.
3. Capacity Building for Procurement Staff
   • Conduct training sessions for CBM and the partner organizations’ procurement team (project officers, finance officers, procurement officers, evaluation committees etc) to ensure that they are equipped with the skills and knowledge necessary to manage the procurement process efficiently.
   • Focus on enhancing the team’s ability to execute transparent procurement practices, manage contracts, and handle suppliers effectively, with a focus on the Donor’s procurement procedures (PRAG-EU)
   • Handover all the tools developed during the consultancy to the partners for them to incorporate in their procedures (eg. Monitoring system tool, etc).
4. Supports partners in the revision of their internal procurement policies and practices and develop a risk management framework
   • Assess the alignment of these practices with Uganda PPDA, CBM and partners’ procurement guidelines and donors requirements (AICS, UN, EU, other donors) for the allocation, management and use of project funds.
   • Identify gaps, weaknesses, or inefficiencies in the current procurement process and recommend improvements.
   • Develop risk management strategies to address common procurement challenges (e.g., price escalation, fraud, corruption, ineligibility of expenditures).
   • Recommend measures to ensure proper documentation of procurement decisions and contracts for audit purposes.

4. Deliverables

The Procurement Consultant is expected to deliver the following:

1. Procurement Plans – Updated procurement plans outlining procurement activities for the project, with project timelines and budgets and specific details on the ongoing procedures with the latest comments and updates.
2. Tender Documentation – Draft tender documents for key procurement activities (where applicable), including RFPs, RFQs, and terms and conditions.
3. Complete, comprehensive and donor’s rule compliant tendering processes from publication of adverts/sharing of Request for quotations up to contract signing with suppliers
4. Training Materials and Sessions – Training materials and a report on the training session(s) held with the procurement team.
5. Compliance and Risk Management Framework – A document outlining compliance requirements and risk management strategies for procurement activities.
6. Handover any useful tool created during consultancy for monitoring, management etc to ease the partners’ work
7. Tailored Procurement Procedures – adaptation of the project-specific procurement procedures, including templates for tenders and contracts.
8. Final Report – A comprehensive report detailing the work carried out, the outcomes, and any recommendations for further improvements in the procurement process.

5. Duration of the Assignment

The consultancy is expected to last 2-3 months, with the possibility of extension based on project needs and the consultant’s performance. The consultant will begin work upon finalization of the contract and after receiving all necessary documentation related to the project.

6. Qualifications and Experience

The ideal candidate should meet the following criteria:

• Education: A degree in Business Administration, Procurement, Supply Chain Management, or a related field. Professional certifications in procurement (e.g., CIPS, CPSM) are an advantage.
• Experience:
  • A minimum of 5-7 years of relevant experience in procurement, especially in international development projects or NGOs.
  • Proven experience in developing and managing procurement processes for complex projects, especially in the healthcare, rehabilitation, or mental health sectors.
  • Familiarity with donor-funded projects and the procurement regulations of donors (EU, USAID, AICS).
  • Strong background in contract management, tendering, and supplier negotiations.
  • Experience in capacity building and training staff in procurement best practices.
• Skills:
  • Strong knowledge of procurement regulations and best practices in the international development sector.
  • Excellent analytical and problem-solving skills.
  • Ability to produce clear and concise reports.
  • Strong communication and interpersonal skills for working with diverse teams.
  • Ability to train and build the capacity of staff in procurement best practices.
  • Fluency in English (spoken and written); proficiency in other languages is an advantage.

7. Location

The consultant may work remotely or Saint Joseph Hospital and CoRSU’s Offices, depending on the circumstances and needs of the project. Occasional travel to project sites may be required.

8. Reporting

The consultant will report directly to the CEO of the two partners involved in the “You Are Not Alone” project with oversight from the CBM Uganda Country Office and CBM Italy for procurement-related guidance and Donor compliance.

9. Payment Terms

The consultant’s remuneration will be based on a daily or monthly rate, negotiated based on the consultant’s experience and qualifications. Payment will be made based on the completion of agreed deliverables.

Tagged as: Christian Blind Mission, Uganda