Procurement Support Specialist 217 views

TOR Reference No.: GP-TOR-ADM-2026-001

Introduction and Background

Gambia Participates (GP) is a civil society organization dedicated to promoting democratic governance, civic education, and active citizen participation in The Gambia. In 2024, GP developed and adopted a new Procurement and Sub-Granting Policy as a cornerstone of its organizational strengthening initiative. This policy establishes robust, transparent, and accountable frameworks for all procurement activities and sub-granting relationships. To translate this policy into practice, GP recruiting a Procurement Support Specialist who will oversee day-to-day procurement operations, lead the selection and implementation of a procurement management software system, and build the capacity of GP staff. This 12-month full-time, in-person consultancy is essential to embedding strong procurement practices across the organization and ensuring long-term institutional sustainability.

Objectives of the Assignment

The assignment has the following objectives:

• To oversee and provide expert technical guidance on all of GP’s procurement processes, ensuring full compliance with the Procurement and Sub-Granting Policy (2024).
• To lead the selection, procurement, and implementation of a suitable procurement management software system that automates and streamlines GP’s procurement
• Boost the skills of GP staff to effectively implement the Procurement and Sub-Granting Policy and confidently operate its new procurement software.
• To strengthen GP’s sub-granting oversight mechanisms in line with the new policy, including sub-grantee assessment, monitoring, and reporting.
• To ensure all procurement and subgranting activities comply with applicable donor requirements, national laws, and GP’s internal policies.

Scope of Services

The Specialist will work in-person at GP’s offices for 37 hours per week over 12 months.

The scope of services is organized into five phases:

Phase 1: Inception and Assessment (Month 1)

• Conduct an inception meeting with GP senior management and relevant staff to discuss the assignment scope, methodology, and work plan.
• Review and assess GP’s current procurement practices, systems, and capacity gaps in relation to the new Procurement and Sub-Granting Policy (2024), and submit an Inception Report with findings and a detailed implementation work

Phase 2: Procurement Oversight and Policy Implementation (Months 1–12)

• Provide day-to-day oversight and technical guidance on all GP procurement processes, ensuring compliance with the Procurement and Sub-Granting Policy (2024).
• Review and advise on procurement plans, bid documents, evaluation reports, and contract awards in line with prescribed thresholds and approval
• Oversee subgranting activities, including sub-grantee assessment, selection, and monitoring, and maintain comprehensive procurement records in line with GP’s record-keeping requirements.

Phase 3: Procurement Management Software Selection and Implementation (Months 2–6)

• Conduct a needs assessment, develop an RFP, and oversee the competitive selection of a suitable procurement management software vendor.
• Lead the software implementation, including configuration, data migration, and integration with existing systems, and develop user manuals and SOPs.
• Provide hands-on training to GP staff on the procurement management software and support a go-live transition.

Phase 4: Capacity Building (Months 3–11)

Develop a comprehensive capacity building plan for GP staff on procurement and sub-granting procedures in line with the organization’s Procurement and Sub-Granting Policy (2024).

Facilitate training sessions covering procurement procedures, best practices, compliance, vendor management, and sub-granting, benchmarked against US-G Organizations, EU, and UN standards.

Mentor and coach the GP Procurement Officer and relevant staff on day-to-day procurement and sub-granting activities.

Review and update GP procurement templates, forms, and tools to align with the new policy.

Phase 5: Monitoring, Reporting, and Handover (Months 1–12)

Prepare and submit monthly progress reports covering procurement activities, software implementation status, and capacity building outcomes.

Conduct periodic internal reviews of procurement processes to assess policy compliance and identify areas for improvement.

Develop a sustainability and handover plan, including documentation of processes, lessons learned, and recommendations to ensure continuity of GP’s procurement functions after the consultancy period.

Submit a comprehensive Final Consultancy Report at the end of Month 12.

Deliverables

The table below lists all deliverables expected from the Specialist.

Timeline

The total duration of the assignment is 12 months, commencing on [TBD] and concluding on [TBD]. The Specialist will work in-person at GP’s offices for 37 hours per week. A detailed work plan outlining specific milestones, activities, and deadlines will be submitted by the Specialist as part of the Inception Report.

Qualifications and Experience of the Service Provider

For the Individual Specialist:

• Advanced degree in Procurement, Supply Chain Management, Business Administration, or a related A professional procurement certification (e.g., CIPS, CPSM) is highly desirable.
• Progressive professional experience in procurement management, ideally within the NGO, civil society, or international development sector.
• Demonstrated experience in developing, implementing, and overseeing procurement policies and procedures.

For Individual Specialists:

• Proven experience with procurement management software selection, implementation, and staff training.
• Strong knowledge of subgranting processes and donor compliance requirements (e.g., USAID, EU, UN standards).
• Experience in facilitating training and building the capacity of staff on procurement and subgranting topics.

General Requirements:

• Excellent analytical, communication, and report-writing skills in
• Strong interpersonal and stakeholder management skills, with the ability to work collaboratively across departments.
• High integrity, ethical standards, and ability to work in-person at GP offices for 37 hours per week. Familiarity with the legal and regulatory environment of The Gambia is an advantage.

Reporting and Communication

• The Service Provider will report directly to the Finance and Admin
• Regular progress meetings will be held weekly with GP to discuss progress, challenges, and next steps.
• All reports and deliverables should be submitted in English and in electronic format (PDF and editable Word document), with hard copies for key deliverables.

Payment Schedule

The total contract value for this 12-months assignment is D305,000.00. Payments will be made as follows:

• Monthly Payment: Twelve (12) monthly equal installments subject to satisfactory completion of milestones. Payments are subject to applicable taxes.
• Performance Conditions: Payments are contingent on satisfactory performance and approval of monthly deliverables by the Director of Finance and Administration.
• Withholding Clause: GP reserves the right to withhold or adjust payment in cases of unsatisfactory performance or failure to submit required deliverables.

GP’s Responsibilities

GP will provide the following to facilitate the assignment:

• Access to relevant documents and
• Introduction to key stakeholders and facilitation of
• Timely review and feedback on
• Provide a dedicated workspace, equipment, and internet access within GP’s offices. Facilitate access to the Procurement Committee and other relevant departments, and coordinate the software procurement process as required.

Ethical Considerations and Compliance

• The Service Provider shall adhere to the highest ethical standards throughout the
• The Service Provider shall comply with all applicable laws and regulations of The
• The Service Provider shall adhere to Gambia Participates’ policies, including but not limited to, those on Anti-Bribery and Corruption, Sexual Harassment, Code of Conduct, and Confidentiality. The Service Provider will be required to sign relevant declaration forms.

Confidentiality

All information shared by GP with the Service Provider, and all information generated during the course of the assignment, shall be treated as confidential and shall not be disclosed to any third party without the prior written consent of GP. This obligation shall survive the termination of the contract.

Intellectual Property Rights

All intellectual property rights arising from the services rendered under this TOR, including but not limited to reports, data, and other materials, shall be the sole property of Gambia Participates.

Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

How to apply

Individual candidates can apply by sending their cover letter and CV (in pdf) to careers@gambiaparticipates.org not later than 10th August 2026.