Contracts & Procurement Adviser At Adam Smith International

Adam Smith International is seeking an experienced person with procurement and contract experience to support the Vanuatu Australia Infrastructure for Development (VAI4D) on a short-term contract (up to 20 days per annum). The Contracts & Procurement Adviser will provide technical advice to the VAI4D team and MIPU/PWD in Vanuatu.

The Project

This will be a short-term adviser position, with possible travel to Vanuatu (and within Vanuatu) supporting the Vanuatu Australia Infrastructure for Development (VAI4D) program, for a one-year contract, to be reviewed and amended as required.

The VAI4D investment is focused on three end of program outcomes (EOPOs):

• EOPO 1: MIPU PWD manages Vanuatu’s public roads network effectively and efficiently.
• EOPO 2: MIPU (civil aviation &/or ports and marine &/or public buildings) use improved systems, processes, and technologies.
• EOPO 3: GoV agencies deliver infrastructure portfolios and projects more coherently, effectively, and efficiently, in coordination with GoA partners.

VAI4D also mainstreams and spotlights cross-cutting areas, including gender equity, disability, and social inclusion (GEDSI), climate change & disaster risk resilience, social and environmental safeguards, localisation, and asset management through the identification, planning, design, implementation, and monitoring of projects.

About the Role

The adviser will 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 Adviser is expected to play a key PWD institutional capacity building role by demonstrating an elevated level of expertise and professional integrity at all times. The Adviser will work closely with the PWD procurement unit (counterparts) and with other VAI4D advisers and staff, including other PWD units for 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.

Duties and Responsibilities

PWD Capacity Support:

• Review the new GoV contract and procurement regulations and update the PWD procurement procedures, guidelines, and templates in line with the revised regulations.
• 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 and the VAI4D Contracts & Procurement Officer.
• Provide capacity development and training to further develop the contracting industry within Vanuatu.
• Mentor PWD counterparts and the VAI4D Contracts & Procurement Officer 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 VAI4D 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 Lead Engineering Adviser and/or the Team Leader.

Our ideal candidate has the following 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.

Other desirable skills:

• Experience in Roads and Transport sectors
• Bislama language skills
• Experience working on Australian Aid-funded projects