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TORs for E Procurement System(KP-STTA-I)

Under USAID Pakistan Capacity Development Services- (PCDS-SB)

IBI International

 

Assignment

Short-term Technical Assistant-I (STTA-I)

 

System design / SRS specialist

Announcement Date

06/February/2020

Level

Middle

Services Required

Individual Consultant

Assignment Duration (vacation included)

From: 1st March 2020

To: 30th September 2020

Total Level of Effort (LOE) - In days

40 days

Supervisor

Capacity Building Specialist (CBS)

Duty Station

Peshawar, Islamabad and/or any other duty station in Pakistan as the need may be

Nature of day-to-day work

Field and office-based tasks

Payments

Based on LOE and subject to timely submission of the outputs meeting PCDS-SB’s quality benchmarks

 

A.    Background of the Project

 

USAID's Pakistan Capacity Development Services -Small Business Set Aside (PCDS-SB) project is implemented by International Business Initiatives (IBI). It will seek to work with USAID’s indirect grantees in the GOP on issues and priorities related to Public Financial Management (PFM). The project will provide need-based technical assistance, capacity development services, and limited IT support (soft and hardware) to mitigate fiduciary risks facing major GOP entities.

 

PCDS-SB, a three-year project, will work with key federal (Islamabad) and provincial (Khyber Pakhtunkhwa and Sindh) GOP entities to address their critical fiduciary risks resutling from PFM policy and implementation gaps. The goal is to mitigte fidcuairy risks at the highest/policy levels so that its impact is passed onto all other GOP entities.

 

B.     Study Objective

 

“To digitize, pilot and scale the procurement system of government of Khyber Pakhtunkhwa (KP) based on a comprehensive documentation of Systeme Requirement Specifictations (SRS) and provide post-system installation training (formal and on-the-job mentoring) to the concerned staff.”

 

C.    Scope of the Assignment

 

An STTA-I to be recruited through a competitive process shall have overall responsibility for the digitization of procurement system of Khyber Pakhtunkhwa Public Procurement Regulatory Authority (KPPRA). S/he shall be responsible for its complete execution and be supported by STTA-II. STTA-II shall be the software developers. These software developers shall be recruited separately by PCDS-SB. As the lead resource, STTA-I shall undertake an SRS first. PCDS-SB shall coordiante the SRS actvitiy with KPPRA. After the SRS is udertaken and vetted by KPPRA and PCDS-SB, the STTA-I shall thereatfter develop a SMART workplan for the digitization of procurement system. S/he will develop this work plan in consultation with KPPRA. The work plan should contain all importat actvities which should be properly sequenced and their corresponding timelines should also be provided to ensure that e-procurement software is developed, pre-tested and scaled/ implemented to the ultimate satisfaction of KPPRA.

 

The e-procurement software of erstwhile FATA Secretariat shall be tailored and enhanced as per SRS. STTA-I shall ensure that the software is compatible with the standard requriements of KPPRA, piloted and scaled. Besides, s/he shall be responsbile to provide trouble-shooting services and on-the-job training to KPPRA staff. Finally, s/he shall be responsble to develop the manuals.

 

 D.    Methodology

 

A two-step approach shall be taken to carry out this activity. At step one, the particular needs of the KPPRA shall be documented in the form of SRS and be compared to what the erstwhile FATA secretariats software has to offer. Anything lacking or missing and redundant shall be identified with the help of concerned technical staff of KPPRA and addressed in the SRS accordingly.

 

At step-two, STTA-I shall work with the STTA-II to digitize the procurement system of KPPRA. This will require STTA-I to work closely with the STTA-II in terms of supervising their inputs, progress and efficacy / relevance of their outputs and KPPRA and PCDS-SB to seek their constant guidance and support. Further, STTA-I shall be responsible to develop and implement user and technical manuals. In accomplishing this task, s/he shall be mainly assisted by STTA-II.

 

E.     Qualifications Required of the Consultant

 

E.1. Knowledge

 a.         Education

University degree in Information Technology or Business Administration or Finance and Accounts with prior experience of working with public sector entities in Pakistan on matters related to PFM including procurement as a main function besides budgeting and accounts. S/he should have significant understanding of the rules, regulation and procedures of the federal and provincial public entities.

b.        Professional Experience

At least five years of experience is required. Candidates having relevant experience of managing or executing a similar software for a public sector entity in past shall be preferred.

 c.         Languages

       For this position fluency in spoken English and Urdu is essential.

 

E.2. Skills

 

a.         The candidate must be able to foster cooperation among a diversity of public officials and relevant stakeholders

b.        Excellent writing and analytical skills are required

c.         Excellent computer skills are required

 

E.3. Abilities

 a.    Planning and Organization

Ability to identify priority activities and assignments, allocation of appropriate amount of time and resources for completing work on-time.

 b.   Communication and Analytical Skills

Excellent communication and analytical skills in English and Urdu are required.

 c.    Critical Thinking and Open-mindedness

Ability to ask questions to clarify, and exhibit interest in having two-way communication; demonstrate openness in sharing information and keeping people informed.

 d.   Teamwork

Ability to work collaboratively with colleagues to achieve the assignment’s objectives; ability to solicit inputs by genuinely valuing others' ideas and expertise; willingness to learn from others, and ability to work in a multi-cultural, multi-ethnic environment. Capacity to work with transparency; capacity to build trust in colleagues.

 e.    Special Conditions

 

That the consultant should,

1)      ensure compliance to the PCDS-SB, KPPRA and USAID’s polices regarding confidentiality of information.

2)      observe due diligence in her/his performance of required duties during the course of implementation of this time-bound assignment.

3)      handover all hard/softcopies of the data relevant to this assignment to PCDS-SB. All such data should be stored on external memory device.

4)      Ensure that all data relevant to this assignment is not used for purposes other than this assignment.

 

 F.     Assignment Deliverables and Payments Schedule

 

Main outputs

Submission Date

Payment %

SRS development

  1. SRS (identification)
  2. Comparison of SRS to FATA secretariats e-procurement software and updating of SRS accordingly
  3. Work Plan for the digitization of procurement system

Three weeks into the inception of the assignment

20%

Software and manuals development

  1. Flowcharts development
  2. Software development
  3. Software testing
  4. Manuals development

Twenty weeks into the inception of the assignment

 

50%

Software deployment

  1. Formal training of designated staff of KPPRA
  2. Software deployment (piloting and scaling-up)

Four weeks into the inception of the assignment

 

20%

Post-system-deployment support

  1. On-the-job training and trouble shooting

Twenty-four weeks into the inception of the assignment

 

10%